minutes public document 15 march 2016 - shire of ashburton · minutes - ordinary meeting of council...

Minutes – Public Document 15 March 2016

Onslow Multi-Purpose Centre Cnr McGrath Rd & Hooley Ave Onslow 1.00pm

MINUTES - ORDINARY MEETING OF COUNCIL 15 MARCH 2016

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SHIRE OF ASHBURTON ORDINARY MEETING OF COUNCIL

MINUTES

(Public Document)

Onslow Multi-Purpose Centre, Cnr McGrath Rd and Hooley Ave, Onslow

15 March 2016

1.00 pm


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SHIRE OF ASHBURTON

ORDINARY MEETING OF COUNCIL

Dear Councillor Notice is hereby given that an Ordinary Meeting of Council of the Shire of Ashburton will be held on 15 March 2016 at Onslow Multi-Purpose Centre, Cnr McGrath Rd and Hooley Ave, Onslow commencing at 1:00 pm. The business to be transacted is shown in the Agenda. Neil Hartley CHIEF EXECUTIVE OFFICER

DISCLAIMER The recommendations contained in the Agenda are subject to confirmation by Council. The Shire of Ashburton warns that anyone who has any application lodged with Council must obtain and should only rely on written confirmation of the outcomes of the application following the Council meeting, and any conditions attaching to the decision made by the Council in respect of the application. No responsibility whatsoever is implied or accepted by the Shire of Ashburton for any act, omission or statement or intimation occurring during a Council meeting.


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1. DECLARATION OF OPENING..................................................................................... 5 1.1 ACKNOWLEDGEMENT OF COUNTRY ....................................................................................... 5

2. ANNOUNCEMENT OF VISITORS ................................................................................ 5 3. ATTENDANCE ............................................................................................................. 5

3.1 PRESENT ...................................................................................................................................... 5 3.2 APOLOGIES .................................................................................................................................. 5 3.3 APPROVED LEAVE OF ABSENCE .............................................................................................. 5

4. QUESTION TIME ......................................................................................................... 5 4.1 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE .................................. 5 4.2 PUBLIC QUESTION TIME ............................................................................................................ 5

5. APPLICATIONS FOR LEAVE OF ABSENCE .............................................................. 6 6. DECLARATION BY MEMBERS ................................................................................... 7

6.1 DUE CONSIDERATION BY COUNCILLORS TO THE AGENDA ................................................ 7 6.2 DECLARATIONS OF INTEREST .................................................................................................. 7

7. ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION .......... 8 8. PETITIONS / DEPUTATIONS / PRESENTATIONS ...................................................... 8

8.1 PETITIONS .................................................................................................................................... 8 8.2 DEPUTATIONS ............................................................................................................................. 8 8.3 PRESENTATIONS ........................................................................................................................ 8

9. CONFIRMATION OF MINUTES OF PREVIOUS MEETING ......................................... 9 9.1 ORDINARY MEETING OF COUNCIL HELD ON 16 FEBRUARY 2016 ....................................... 9

10. AGENDA ITEMS ADOPTED "EN BLOC" .................................................................. 10 10.1 MOVE AGENDA ITEMS TO 'EN BLOC'...................................................................................... 10

11. GOVERNANCE & EXECUTIVE SERVICE REPORTS ............................................... 11 11.1 PROGRESS OF IMPLEMENTATION OF COUNCIL DECISIONS FEBRUARY 2016 ............... 11 11.2 USE OF COMMON SEAL AND ACTIONS PERFORMED UNDER DELEGATED

AUTHORITY FOR THE MONTH OF FEBRUARY 2016 ............................................................. 13 12. COMMUNITY DEVELOPMENT REPORTS ................................................................ 15

12.1 VIC HAYTON MEMORIAL SWIMMING POOL - SOLAR HEATING .......................................... 15 13. CORPORATE SERVICES REPORTS ........................................................................ 23

13.1 RECEIPT OF FINANCIALS AND SCHEDULE OF ACCOUNTS FOR MONTH OF JANUARY & FEBRUARY 2016 ................................................................................................... 23

13.2 2015/16 ANNUAL BUDGET REVIEW ......................................................................................... 25 14. DEVELOPMENT AND REGULATORY SERVICES REPORTS ................................. 33

14.1 AMENDMENT TO PART 8 OF THE DELEGATED AUTHORITY REGISTER TO INCLUDE REFERENCE TO THE NEW PLANNING AND DEVELOPMENT (LOCAL PLANNING SCHEMES) REGULATIONS 2015 .......................................................................... 33

14.2 REVIEW OF POLICY FIN05 ‘TRADING IN PUBLIC PLACES’ .................................................. 36 15. INFRASTRUCTURE SERVICES REPORTS .............................................................. 40

15.2 APPROVAL TO ADVERTISE AND SEEK PUBLIC COMMENTS ON THE BUSINESS PLAN FOR ONSLOW AIRPORT ................................................................................................. 40

15.3 ONSLOW AIRPORT MASTER PLAN AND ASSET MANAGEMENT PLAN .............................. 44 15.4 OUTCOME OF RFT 03/16 PANEL OF PRE-QUALIFIED SUPPLIERS OF PLANT AND

EQUIPMENT - APPOINTMENT OF SUPPLIERS TO PANEL .................................................... 50 15.5 OUTCOME OF RFT 04/16 SELECTED TRADES AND SERVICES (RAPID RESPONSE) ....... 55

16. STRATEGIC AND ECONOMIC DEVELOPMENT REPORTS .................................... 61 16.1 OCEAN VIEW CARAVAN PARK – REVIEW OF FEES AND CHARGES .................................. 61

17. COUNCILLORS AGENDA ITEMS / NOTICES OF MOTIONS ................................... 66 17.1 NOTICE OF MOTION REQUEST TO ESTABLISH A ASHBURTON TOURISM

DEVELOPMENT COMMITTEE ................................................................................................... 66 17.2 NOTICE OF MOTION - PROPOSAL TO DONATE TO THE MOUNTAIN VIEW

SPORTING CLUB 50TH ANNIVERSARY CELEBRATIONS ..................................................... 67 17.3 NOTICE OF MOTION - REQUEST TO REVIEW THE POLICIES AND PROCESSES

FOR COMMUNITY CELEBRATIONS AND OPENINGS ............................................................ 68 17.4 NOTICE OF MOTION - REQUEST TO EXTEND THE TOM PRICE SWIMMING POOL

HOURS ........................................................................................................................................ 69 18. NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF

MEETING ................................................................................................................... 70


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18.1 RFT 01/16 DESIGN AND CONSTRUCTION OF ONSLOW AQUATIC AND RECREATION CENTRE, ONSLOW ........................................................................................... 71

19.1 CONFIDENTIAL MATTERS ....................................................................................... 78 19.1 CONFIDENTIAL ITEM – CHIEF EXECUTIVE OFFICER ANNUAL PERFORMANCE &

REMUNERATION REVIEW ........................................................................................................ 80 15.1 STRATEGIC ASSET MANAGEMENT PLAN .............................................................................. 82

20. NEXT MEETING ......................................................................................................... 97 21. CLOSURE OF MEETING ........................................................................................... 97


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1. DECLARATION OF OPENING The Shire President declared the meeting open at 1.05 pm.

1.1 ACKNOWLEDGEMENT OF COUNTRY

As representatives of the Shire of Ashburton Council, we respectfully acknowledge the local Indigenous people, the traditional custodians of this land where we are meeting upon today and pay our respects to them and all their elders both past and present.

2. ANNOUNCEMENT OF VISITORS The Shire President welcomed members of the public to the gallery.

3. ATTENDANCE

3.1 PRESENT

Cr K White Shire President, Onslow Ward Cr L Rumble Deputy Shire President, Paraburdoo Ward Cr D Dias Paraburdoo Ward Cr L Thomas Tableland Ward Cr A Bloem Tom Price Ward Cr P Foster (until 4.40pm) Tom Price Ward Cr C Fernandez Tom Price Ward Cr M Gallanagh Pannawonica Ward Cr G Dellar Ashburton Ward Mr N Hartley Chief Executive Officer

Mr F Ludovico Executive Manager, Corporate Services Mr T Davis Executive Manager, Infrastructure Services

Ms A Serer Executive Manager, Strategic & Economic Development Ms L Reddell Executive Manager, Development & Regulatory

Services Mr M Sully Executive Manager, Community Development

Ms J Smith Executive Officer Miss J Forward CEO & Councillor Support Officer

3.2 APOLOGIES There were no apologies.

3.3 APPROVED LEAVE OF ABSENCE

4. QUESTION TIME 4.1 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE At the Ordinary Meeting of Council held on 16 February 2016 no public questions

were tabled.

4.2 PUBLIC QUESTION TIME


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5. APPLICATIONS FOR LEAVE OF ABSENCE

Applications have been received from Cr Melanie Gallanagh for leave of absence for the Council meeting being held on 26 April, 2016.

Council Decision MOVED: Cr Foster SECONDED: Cr Fernandez That Council authorise a leave of absence from Cr Melanie Gallanagh for the Ordinary meeting of Council being held on 26 April, 2016. CARRIED 9/0

Crs White, Rumble, Dias, Gallanagh, Thomas, Dellar, Bloem, Fernandez and Foster voted for the motion.


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6. DECLARATION BY MEMBERS

6.1 DUE CONSIDERATION BY COUNCILLORS TO THE AGENDA

That Councillors White, Rumble, Dias, Gallanagh, Dellar, Thomas, Bloem, Fernandez and Foster have given due consideration to all matters contained in the Agenda presently before the meeting.

6.2 DECLARATIONS OF INTEREST

Councillors to Note

A member who has a Financial Interest in any matter to be discussed at a Council or Committee Meeting, that will be attended by the member, must disclose the nature of the interest:

(a) In a written notice given to the Chief Executive Officer before the Meeting

or;

(b) At the Meeting, immediately before the matter is discussed.

A member, who makes a disclosure in respect to an interest, must not:

(c) Preside at the part of the Meeting, relating to the matter or;

(d) Participate in, or be present during any discussion or decision-making procedure relative to the matter, unless to the extent that the disclosing member is allowed to do so under Section 5.68 or Section 5.69 of the Local Government Act 1995.

NOTES ON FINANCIAL INTEREST (FOR YOUR GUIDANCE)

The following notes are a basic guide for Councillors when they are considering whether they have a Financial Interest in a matter.

I intend to include these notes in each agenda for the time being so that Councillors may refresh their memory.

1. A Financial Interest requiring disclosure occurs when a Council decision might advantageously or detrimentally affect the Councillor or a person closely associated with the Councillor and is capable of being measure in money terms. There are exceptions in the Local Government Act 1995 but they should not be relied on without advice, unless the situation is very clear.

2. If a Councillor is a member of an Association (which is a Body Corporate) with not less than 10 members i.e. sporting, social, religious etc), and the Councillor is not a holder of office of profit or a guarantor, and has not leased land to or from the club, i.e., if the Councillor is an ordinary member of the Association, the Councillor has a common and not a financial interest in any matter to that Association.

3. If an interest is shared in common with a significant number of electors or ratepayers, then the obligation to disclose that interest does not arise. Each case needs to be considered.

4. If in doubt declare.

5. As stated in (b) above, if written notice disclosing the interest has not been given to the Chief Executive Officer before the meeting, then it


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MUST be given when the matter arises in the Agenda, and immediately before the matter is discussed.

6. Ordinarily the disclosing Councillor must leave the meeting room before discussion commences. The only exceptions are:

6.1 Where the Councillor discloses the extent of the interest, and Council carries a motion under s.5.68(1)(b)(ii) or the Local Government Act; or

6.2 Where the Minister allows the Councillor to participate under s.5.69(3) of the Local Government Act, with or without conditions.

7. ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION

The Shire President, on behalf of all Councillors, wished Mike Sully all the best with his retirement on this, his last Council Meeting with the Shire of Ashburton.

8. PETITIONS / DEPUTATIONS / PRESENTATIONS

8.1 PETITIONS There were no petitions presented to Council.

8.2 DEPUTATIONS There were no deputations presented to Council.

8.3 PRESENTATIONS There were no presentations to Council.


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9. CONFIRMATION OF MINUTES OF PREVIOUS MEETING 9.1 ORDINARY MEETING OF COUNCIL HELD ON 16 FEBRUARY 2016

Council Decision MOVED: Cr Dias SECONDED: Cr Gallanagh That the Minutes of the Ordinary Meeting of Council held on 16 February 2016, as previously circulated on 18 February 2016, be confirmed as a true and accurate record.

CARRIED 9/0 Crs White, Rumble, Dias, Gallanagh, Thomas, Dellar, Bloem, Fernandez and

Foster voted for the motion.


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10. AGENDA ITEMS ADOPTED "EN BLOC"

10.1 MOVE AGENDA ITEMS TO 'EN BLOC'

MINUTE: 12059 The following information is provided to Councillors for guidance on the use of En Bloc voting as is permissible under the Shire of Ashburton Standing Orders Local Law 2012:

“Part 5 – Business of a meeting Clause 5.6 Adoption by exception resolution:

(1) In this clause ‘adoption by exception resolution’ means a resolution of the Council that has the effect of adopting, for a number of specifically identified reports, the officer recommendation as the Council resolution.

(2) Subject to subclause (3), the Local Government may pass an adoption by exception resolution.

(3) An adoption by exception resolution may not be used for a matter; (a) that requires a 75% majority or a special majority; (b) in which an interest has been disclosed; (c) that has been the subject of a petition or deputation; (d) that is a matter on which a Member wishes to make a statement; or (e) that is a matter on which a Member wishes to move a motion that is

different to the recommendation.”

Council Decision MOVED: Cr P Foster SECONDED: Cr L Thomas That Council adopts en bloc the following Officer recommendations contained in the Agenda for the Ordinary Meeting of Council 15 March 2016.

Item No. Agenda Title

11.1 PROGRESS OF IMPLEMENTATION OF COUNCIL DECISIONS FEBRUARY 2016

11.2 USE OF COMMON SEAL AND ACTIONS PERFORMED UNDER DELEGATED AUTHORITY FOR THE MONTH OF FEBRUARY 2016

CARRIED EN BLOC 9/0 Crs White, Rumble, Dias, Gallanagh, Thomas, Dellar, Bloem, Fernandez and Foster

voted for the motion.


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11. GOVERNANCE & EXECUTIVE SERVICE REPORTS

11.1 PROGRESS OF IMPLEMENTATION OF COUNCIL DECISIONS FEBRUARY 2016

MINUTE: 12059 FILE REFERENCE: GV04 AUTHOR’S NAME AND POSITION:

Jasmin Forward CEO & Councillor Support Officer

NAME OF APPLICANT/ RESPONDENT:

Not Applicable

DATE REPORT WRITTEN: 1 March 2016 DISCLOSURE OF FINANCIAL INTEREST:

The author has no financial interest in the proposal.

PREVIOUS MEETING REFERENCE:

Not Applicable

Summary The purpose of this agenda item is to report back to Council on the progress of the implementation of Council decisions.

Background The purpose of this agenda item is to report back to Council on the progress of the implementation of Council decisions. Comment Wherever possible, Council decisions are implemented as soon as practicable after a Council meeting. However there are projects or circumstances that mean some decisions take longer to action than others.

This report presents a summary of the “Decision Status Reports” for Office of the CEO, Corporate Services, Infrastructure Services, Strategic & Economic Development, Community Development and Development & Regulatory Services.

ATTACHMENT 11.1 Consultation Chief Executive Officer Executive Management Team Statutory Environment Not Applicable Financial Implications Not Applicable


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Strategic Implications Shire of Ashburton 10 Year Community Strategic Plan 2012-2022 Goal 05 – Inspiring Governance Objective 04 – Exemplary Team and Work Environment Risk Management This item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk is considered to be “Low” risk and can be managed by routine procedures, and is unlikely to need specific application of resources. Policy Implications Not Applicable Voting Requirement Simple Majority Required

Council Decision MOVED: Cr P Foster SECONDED: Cr L Thomas That Council receives the “Decision Status Reports” as per ATTACHMENT 11.1. CARRIED EN BLOC 9/0



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11.2 USE OF COMMON SEAL AND ACTIONS PERFORMED UNDER DELEGATED AUTHORITY FOR THE MONTH OF FEBRUARY 2016

MINUTE: 12059 FILE REFERENCE: GV21

IT03 CM02 LP10.7.0

AUTHOR’S NAME AND POSITION:

Janyce Smith Executive Officer Brooke Beswick Executive Assistant, Development and Regulatory Services


Not Applicable


The authors have no financial interest in the proposal.


Not Applicable

Summary The purpose of this agenda item is to report to Council for information, Use of the Common Seal and actions performed under delegated authority requiring referral to Council, for the month of February 2016.

Background Council has historically sought a monthly update of the more significant activities for the organisation relative to (1) Use of the Common Seal, and (2) actions performed under delegated authority requiring referral to Council as per the Shire of Ashburton Delegated Authority Register 2016. Comment A report on Use of the Common Seal and relevant actions performed under delegated authority has been prepared for Council.

ATTACHMENT 11.2 Consultation Relevant officers as listed in the Attachment. Statutory Environment Local Government Act 1995 Clause 9.3 of the Shire of Ashburton Town Planning Scheme No. 7


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Financial Implications As outlined in Attachment 11.2. Strategic Implications Shire of Ashburton 10 Year Community Strategic Plan 2012-2022 Goal 05 – Inspiring Governance Objective 04 – Exemplary Team and Work Environment Risk Management This item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk is considered to be “Low” in light of the report being for information purposes only and the risk and can be managed by routine procedures, and is unlikely to need specific application of resources. Policy Implications ELM 13 – Affixing the Shire of Ashburton Common Seal. FIN12 – Purchasing and Tendering Policy. Voting Requirement Simple Majority Required

Council Decision MOVED: Cr P Foster SECONDED: Cr L Thomas That Council accept the report “11.2 Use of Common Seal and Actions Performed Under Delegated Authority for the Month of February 2016”. CARRIED EN BLOC 9/0



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12. COMMUNITY DEVELOPMENT REPORTS

12.1 VIC HAYTON MEMORIAL SWIMMING POOL - SOLAR HEATING

MINUTE: 12060 FILE REFERENCE: RC52223 AUTHOR’S NAME AND POSITION:

Gary Anderson-Smith Swimming Pool Manager, Paraburdoo


Tom Price Amateur Swimming Club

DATE REPORT WRITTEN: 12 February 2016 DISCLOSURE OF FINANCIAL INTEREST:

The author has a financial interest in the proposal in that the installation of solar heating of the swimming pools may impact on the hours worked, increases in staffing levels which may impact on Position Responsibilities and subsequent Position Classification.


Not Applicable

Summary The Tom Price Amateur Swimming Club has submitted a proposal for the purchase and installation of a solar heating system for the Vic Hayton Memorial Swimming Pool in order to improve the length of the swimming training season, and therefore improve the competitiveness of its swimming club members.

The proposal from the Swimming Club is that it will endeavour to raise sufficient funds to cover the cost of purchase and installation a solar heating system that will enable use of the pool facility for an extended period each year.

There is little doubt that an extended swimming season will be of benefit to Swimming Club members, however as the Shire of Ashburton is the authority responsible for the operation of the pool, this report outlines the actual and anticipated additional costs that would need to be accessed from existing Shire funds or from grant funding for the purchase, installation and operation of solar heating systems for the Shire swimming pools.

A major risk is that if the Council approves a solar water heating system for the Tom Price pool it would not be unreasonable for the installation of a similar solar heating system to be requested for the soon to be constructed Onslow, and the Paraburdoo pools (and possibly also Pannawonica).

Equity would suggest that Council could support the installation of solar heating systems in all of its Shire pools but at the present time with a number of large infrastructure projects currently underway, it would be best to defer a decision on the request until the life costs of that new infrastructure is more clearly understood. The Tom Price and Paraburdoo Swimming Clubs (and the Onslow Club if established) may wish to assist the Shire undertake a further investigation of the costs of installing and operating solar heated pools in those respective pools at that time.


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Background It has been identified by the Tom Price Amateur Swimming Club that its members are disadvantaged when compared to swimmers from towns where their swimming pool is heated and the higher winter water temperature enables them to train for a longer period during the year. A significant part of the proposal is the emphasis placed on the size of the Swimming Club membership, the current availability of coaching staff and the perceived wider benefits to the community. Comment There is little doubt that an extended swimming season will be of benefit to Swimming Club members, however as the Shire of Ashburton is the authority responsible for the operation of the pool, this report attempts to place an emphasis on the actual and anticipated additional costs that would need to be accessed from existing Shire funds or from grant funding for the purchase, installation and operation of solar heating systems for the Shire swimming pools. Prior to any Solar Heating installation taking place the following issues need to be addressed:

1. Building Structure Strength Are the buildings and their roofs strong enough to carry the additional weight of the solar panels? The proposed solar panels weigh 1,530kg when operating with additional weight involved in the supply and return pipe work. In order to ensure the buildings and roofs have sufficient strength they would need to be checked and certified by a Structural Engineer as being suitable for the proposed installation. There would be a relatively small cost in arranging for the structural engineer, however any building works to add strength to the structure could be more costly.

2. Pool Plant Compatibility

The Vic Hayton Memorial Swimming Pool Plant is compatible with the proposed installation (providing approval from the Health Department for the upgrade works is given). The water for the solar heating system would be drawn from the balance tank and returned from the solar collector panels to the balance tank. This setup is required by the “Code of Practice for the Design, Construction, Operation, Management & Maintenance of Aquatic Facilities”. Heliocol (the supplier of the heating equipment) stipulates that the water supply to the solar collector panels must be filtered. This means a filter will need to be added to the installation to ensure contaminants (such as grass and other leaf debris), is unable to enter the small inside diameter tubing of the solar collector panels. Heliocol suggests that a “home pool” type filtration system would be adequate.

3. Health Department Approval An application to upgrade the pool plant must be submitted to the Health Department for the proposed upgrade. Approval must be given before any works are commenced. Preparation of the application and the required drawings will need the services of a Consultant Engineer. The cost involved in the preparation of the documents and their submission needs to be factored into any installation costs. The proposed solar heating system has been used at the City of Gosnells Leisure World since approximately 1993 so it is not expected that the securing of such an approval will be overly difficult.


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4. Capital Expenditure

Funding of the proposal by the Tom Price Amateur Swimming Club is totally dependent on the success of grant applications. The Tom Price Amateur Swimming Club proposal includes the stated intention for the Tom Price Amateur Swimming Club to totally fund the project. Any short fall in available funding will though, put the Shire under pressure to make a financial contribution.

5. Operating Costs

The Tom Price Amateur Swimming Club has suggested the annual operating costs of the solar heating system may be as low as $1,000 per annum. However, the long term operating costs will need to be considered. The following issues also need to be considered:

a. The likelihood of regular repairs to the collectors as a result of damage caused by the ever present Corellas has not been considered. The birds are likely to regularly chew holes in the collectors. A small flock of Corellas would be capable of inflicting considerable damage to the Solar Collectors in a single day. When it is considered that both the Vic Hayton Memorial Swimming Pool and the Quentin Broad Swimming Pool are visited by over 100 (in Paraburdoo by over 500 and some days exceeding 1000) Corellas twice a day, the potential repair costs per year may exceed the installation cost of the system. This issue can be overcome by covering the collector panels with a “Bird Wire” mesh (1cm mesh) fixed in a steel frame covering all the panels. This will protect the collector panels but will increase the installation cost. Unfortunately it will also restrict access of the panels for any minor repairs/maintenance increasing the maintenance costs on the solar collector panels.

b. The proposed solar heating system has been used at the City of Gosnells Leisure World since approximately 1993. The Centre Operations Supervisor at Leisure World indicates the system has been operating since then without major issues. He makes the following points:

i. Most of the maintenance can be done “In House”. He also states the service contractor performs maintenance well and in a timely manner. The relative isolation of Tom Price will obviously add to those timelines and costs. Mentioned also was that the majority of maintenance issues, mainly solar collector leaks, can be attributed to a combination of poor maintenance and the age of the installation.

ii. The system can be expected to be reliable if maintained well and with few problems for a number of years. Heliocol warrant the solar collector panels for 25 years.

iii. One issue of note is that system leaks do cause significant water loss. This can be overcome by installing a suction point in the balance tank at a level which will prevent loss of too


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much water. A simple “water flow cut off switch” in the pipe work from the solar heating pump will then shut down the solar heating system preventing loss of large amounts of water if a leak occurs.

The information received from the City of Gosnells Leisure World can give some confidence that the operating and maintenance costs of the proposed solar heating system are manageable.

6. Tom Price Amateur Swimming Club – Succession Planning The Tom Price Amateur Swimming Club has used its current Head Swimming Coach as a major factor in justifying the proposed installation. One of the major factors affecting the viability of all sporting clubs in the Shire of Ashburton is the availability of coaching staff. When the submission from the Tom Price Amateur Swimming Club was written up in June 2015 it had two additional coaching staff available to assist the Head Coach. It is understood that both of the assisting coaching staff have since left Tom Price. The club has a number of volunteers currently working towards accreditation as Teachers of Competitive Strokes and some may progress to the Bronze Coaching qualification eventually. The populations at both Tom Price and Parburdoo are quite transient and consequently the swimming clubs are always facing the prospect of losing their coaching staff. The loss of the current Coach may mean there will not be anyone to coach the members through the winter months and it would be a challenge to locate a volunteer coach willing to commit extensive time to an extended Season.

7. Tom Price Amateur Swimming Club – Member Numbers. When considering the submitted proposal, the long term future of the swimming club needs to be taken into considerations. As the number of permanent residents ebb and flow, this is always going to be an issue, for members and volunteers. The loss of one or two enthusiastic committee members for example, can be the difference between increasing, stable, or reduced membership.

8. Public Access – Class 3 Operations The Tom Price Amateur Swimming Club has suggested as one of the options for the operation of the Vic Hayton Memorial Swimming Pool during the winter months is for the Tom Price Amateur Swimming Club to operate the Facility as a Class 3 Swimming Pool. For this to be considered the following conditions would need to be applied:

a. Qualified pool staff will need to test the pool water every day and control the water chemistry as required.

b. Additionally a suitably qualified member of the Tom Price Amateur Swimming Club will need to conduct regular water testing and record the readings in a pool log, prior to every swimming session. If the water chemistry is found to be outside the required health parameters the session must not commence.

c. Pool blankets must be removed from the pools prior to anyone entering

the water. At the conclusion of the session the pool blankets must be replaced over the pool.


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d. A suitably qualified person will need to be on site at all times when the

facility is in use. The nominated person shall be responsible for providing patron supervision, including ensuring all members of the public who are on site are financial members of the Tom Price Amateur Swimming Club.

e. A register of all financial members will need to be maintained and be

available for inspection at any time (when the pool is being used), by a Shire Officer. This is necessary to ensure persons onsite (including spectators, parents, siblings, coaches and other volunteers) are covered by the Tom Price Amateur Swimming Club’s insurance.

f. The Tom Price Amateur Swimming Club must maintain at all times a current public liability insurance policy to the level of cover determined by the Shire.

g. The facility to be used by the Tom Price Amateur Swimming Club

members only during the times determined by the Shire.

h. When the facility is in use the Tom Price Amateur Swimming Club must have access to appropriate First Aid and Rescue equipment. It must also have access to an operational telephone (fixed line or mobile phone), at all times for communication with Emergency Services and the Shire, if necessary.

i. The Shire will need to have a contingency plan to be implemented if the Tom Price Amateur Swimming Club breaches the “Conditions of Use” of the facility.

9. Pool Staff Levels and Length of Season

If the Vic Hayton Memorial Swimming Pool is heated as proposed and the pool season is extended there will be significant impacts on the requirement for additional pool staff, cost of operations generally and annual maintenance and upgrade works. The issues to be considered are as follows:

a. Pool staff levels will need to increase if the pool season is to be extended. Adequate full time staff will be required to reduce the amount of TOIL (“time off in lieu”) accumulated throughout the year by pool staff and to ensure adequate staffing of the pool when staff members are away on leave or attending off-site training.

b. Some annual leave, time off in lieu (TOIL), sick leave and off-site staff training will occur while the pool is still operating. For the pool to operate for an extended period it is likely a minimum of four full time qualified staff will be needed. With four full time staff only one staff member would be able to take annual leave or use TOIL at a time.

c. Extending the pool season may cause significant issues with any major

maintenance or upgrade works. The heated pool facilities in larger population centers have the benefit of contractors being readily available to carry out works outside pool operating hours, e.g. at night. It is unlikely that this would be possible in Tom Price without adding a considerable cost.


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d. Swimming pool operating costs will increase as a result of the need for additional full time staff. Increasing full time staff numbers to four will increase costs by approximately $300,000 per annum. Increasing the full time staff numbers to three would increase costs by approximately $150,000 per annum. Apart from salaries, a large part of the added costs will come from the provision of additional staff housing and the overheads associated with employing full time staff.

e. Any increase in the operating cost of the water treatment plant will be

relatively minor. There will be an increase in the consumption of electricity due to the pool pumps operating at normal levels for an extended period. Currently the pool pumps are adjusted (Variable Speed Drives), to operate at a lower level during the shutdown period, which consumes approximately 20% less power.

f. If the added cost of staff for all three swimming pools is considered, the

total cost of operating the three Pools, if all had solar heating, may increase by approximately $750,000 per annum.

10. Pool Hire Fees Pool hire fees for the training sessions will need to be determined by Council. The current fees include facility hire at $200.00/hour and lane hire at $10.00/hour per lane. Normally the Tom Price Amateur Swimming Club benefits from a 50% discount in lane hire fees as a junior organisation. It is likely that if the pool was operated as a Class 3 facility there would be a number of adults who would take advantage of the availability of the heated pool for lap swimming. As these adult swimmers would be members of the Tom Price Amateur Swimming Club, the club would then be operating outside the classification of a junior organisation. These pool hire issues would be best managed by a separate pool hire fee determined by Council for the use of the Vic Hayton Memorial Swimming Pool as a Class 3 Facility.

The Shire will have three swimming pools in three towns operating from the 2016/2017 financial year (not including Pannawonica). The installation of solar heating at one of the facilities will place the Shire under pressure to upgrade the other two facilities to also have solar pool heating. Therefore the beneficial and adverse outcomes applicable to such an installation at the Vic Hayton Memorial Swimming Pool in Tom Price can be expected to carry over to the pools in Paraburdoo, Onslow and possibly Pannawonica. The added burden of operating three facilities for an extended period each year will significantly impact on the Shire’s budget. The swimming pools currently attract in excess of 80% of their patronage from members of the swimming clubs (for training or lessons) and lap swimmers focused on improving their fitness. Currently attendance records indicate that less than 20% of the residents of Paraburdoo and Tom Price use the swimming pools regularly. In Paraburdoo for example, attendances do not exceed 20% of the population base served by the Quentin Broad Swimming Pool at any time, even on the very popular “Fun Days”. It has been suggested by the Tom Price Amateur Swimming Club that heating the pool will attract more patrons to the facility and encourage more diversification of activities. The number of patrons likely to utilise the pool, if heating is installed, is unknown. Equally, the number of members of the Swimming Club who would train throughout the colder months is also unknown.


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Consultation Chief Executive Officer Executive Manager – Community Development Facilities Manager Statutory Environment Code of Practice for the Design, Construction, Operation, Management & Maintenance of Aquatic Facilities. Health (Swimming Pools) Regulations 2007 Financial Implications There are considerable financial implications that will apply if the proposal is adopted, as follows:

1. Capital expenditure may be required by the Shire if the Tom Price Amateur Swimming Club is unable to raise all the funding as proposed. The amount required will not be known until the finalising of the grant application and approval process.

2. The “flow on effect” in regards to the swimming pools in Paraburdoo and Onslow

needs to be considered. Installing a solar heating system at the Vic Hayton Memorial Swimming Pool will again raise the issue of solar heating at the Quentin Broad Swimming Pool, Paraburdoo where submissions had been put forward to Council on several occasions previously, the first in 1995 as part of the 5 Year Development/Upgrade Plan – Paraburdoo Pool and the last in 2011/12. These requests were all rejected.

3. The financial implications of the proposed installation of a solar heating system are

extensive and complex. Depending on how the Vic Hayton Memorial Swimming Pool is managed with a solar heating system installed, the annual costs will likely be between $10,000 and $300,000 per annum.

4. If the solar heating upgrade flows on to the other two swimming pools, the financial implications may be as high as $750,000 per annum. A significant increase in the operating cost of the swimming pools.

Strategic Implications Shire of Ashburton 10 Year Community Strategic Plan 2012-2022 Goal 1 – Active and Vibrant Communities Objective 2 – Active People, Clubs and Associations Risk Management Adoption of this item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk is considered to be “High” and the risk management issues associated with the proposed Installation of solar heating at the Vic Hayton Memorial Swimming Pool are as detailed below:

1. If the Facility is operated as a Grade 3 facility by the Tom Price Amateur Swimming Club during the winter months there are significant risk factors to be considered, as follows.

a. Proper operation of the pool and patron control must be managed by the Tom Price Amateur Swimming Club to ensure that the legal liability of the Shire is protected.


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b. The Tom Price Amateur Swimming Club’s ongoing ability to continue to

operate the pool as a Class 3 Facility cannot be guaranteed. It is totally dependent on the club having sufficient volunteers available.

c. Failure of the Tom Price Amateur Swimming Club’s ability to manage the

proposed winter operations will transfer responsibility for the Vic Hayton Memorial Swimming Pool winter operations onto the Shire, with considerable financial costs in regards to pool staffing.

2. The likelihood of the communities of Paraburdoo and Onslow (and possibly Pannawonica) demanding a similar solar heating system installed at their swimming pools is very real.

3. The costs associated with operating three solar heated swimming pools for extended pool seasons needs to be recognised as a potential financial risk.

Higher pool staff levels that will be required, if the pools are to be operated for extended pool seasons, will create an added financial burden for the Shire. Policy Implications ELM10 – Financial Sustainability Policy (outlines that Council will consider the long term financial sustainability of the Shire against the goal of also providing appropriate levels of services and infrastructure). Voting Requirement Simple Majority Required

Council Decision MOVED: Cr C Fernandez SECONDED: Cr L Rumble That Council advise the Tom Price Amateur Swimming Club:

1. that whilst Council recognises that the proposal has benefits for the community, that Council cannot commit to the proposal from the Tom Price Amateur Swimming Club at this time due to the high level of financial risk associated with it; and

2. that the proposal will be revisited in 2017/18 upon completion of the several major infrastructure projects currently under construction and life costs of those projects can be more accurately defined.

LOST 3/6

Crs White, Rumble and Dias voted for the motion. Crs Gallanagh, Thomas, Dellar, Bloem, Fernandez and Foster voted against the

motion.


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13. CORPORATE SERVICES REPORTS

13.1 RECEIPT OF FINANCIALS AND SCHEDULE OF ACCOUNTS FOR MONTH OF JANUARY & FEBRUARY 2016

MINUTE: 12061 FILE REFERENCE: FM09.15.16 AUTHOR’S NAME AND POSITION:

Andy Grant Acting Finance Manager


Not Applicable




Not Applicable

Summary In accordance with Regulation 34 of the Local Government (Financial Management) Regulations, the Shire is to prepare a monthly Statement of Financial Activity for consideration by Council.

Background Regulation 34 of the Local Government (Financial Management) Regulations requires the Shire to prepare a monthly statement of Financial Activity for consideration by Council. Comment As at the date of writing the agenda, depreciation on non-current assets have been reported at the 2015/16 year to date budget value for January 2016. This approach has been used to provide depreciation values for the Budget Review 2015/16. Depreciation values due to Fair Value Reporting for Infrastructure Assets in 2014/15 financial year are yet to be finalised. This report presents a summary of the financial activity for the following month: January 2016

Statements of Financial Activity and associated statements for the Month of January 2016.

ATTACHMENT 13.1A

February 2016

Schedule of Accounts and Credit Cards paid under delegated authority for the Month of February 2016.

ATTACHMENT 13.1A


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Consultation Executive Manager - Corporate Service Executive Management Team A/Finance Manager Finance Officers Consultant Accountant Statutory Environment Section 6.4 Local Government Act 1995, Part 6 – Financial Management, and regulation 34 Local Government (Financial Management) Regulation 1996. Financial Implications Financial implications and performance to budget are reported to Council on a monthly basis. Strategic Implications Shire of Ashburton 10 year Community Strategic Plan 2012-2022 Goal 5 - Inspiring Governance Objective 4 - Exemplary Team and Work Environment Risk Management This item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk is considered to be “Low” risk and can be managed by routine procedures, and is unlikely to need specific application of resources. Policy Implications There are no policy implications in this matter. Voting Requirement Simple Majority Required

Council Decision MOVED: Cr P Foster SECONDED: Cr M Gallanagh That Council:

1. Accepts the Financial Reports for January 2016 ATTACHMENT 13.1A; and

2. Notes the Schedule of Accounts and Credit Cards paid in February 2016 as approved by the Chief Executive Officer in accordance with delegation DA03-1 Payments from Municipal Fund and Trust Funds as per ATTACHMENT 13.1B.

CARRIED 7/2

Crs White, Rumble, Dias, Gallanagh, Dellar, Bloem and Foster voted for the motion. Crs Thomas and Fernandez voted against the motion.


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13.2 2015/16 ANNUAL BUDGET REVIEW

MINUTE: 12073 FILE REFERENCE: FM14.15.16 AUTHOR’S NAME AND POSITION:

Frank Ludovico Executive Manager Corporate Services


Not Applicable




Not Applicable

Summary This item presents the Budget Review for 2015/16 in accordance with the Local Government Act (Financial Management) Regulations 1996. The Budget has undergone a large number of variations, but the Review indicates that the Shire will be able to return a surplus position at the close of the financial year (30 June 2016).

Background Regulation 33A of the Local Government (Financial Management) Regulations 1996 requires local governments to conduct a budget review between 1 January and 31 March each financial year. Regulations 33(2) and (3) require the results of the review to be submitted to Council within 30 days of the review. Council is then to consider the review to determine whether or not to adopt the review, any part of the review or any recommendations made in the review. If Council does this at this meeting, it will meet the required timeframe. Regulation 33 A(4) requires a copy of the determination to be provided to the Department of Local Government. Comment The Budget Review Process was initiated in January 2016 with all Executive Managers being asked to review activities that came under their responsibility. The Review was conducted using December 2015 actual figures. The January 2016 actual figures are included in the Review document for comparison purposes and a final re-evaluation of the projections. Particular issues arising from the budget review are:


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As a result of Council’s 2014/15 Audit the expected opening balance for the 2015/16 Budget was reduced from $8.3m to $8.0m. Essentially the change is as a result of an increase in provision for Doubtful Debts and adjustments to our forecast creditor position.

Significant changes have occurred in with Interim and Back Rating. These two areas show a combined income of $238,000 well in excess of the $100,000 budgeted. However a detailed analysis of the figures show that we have refunded approximately $750,000, essentially for mining tenement relinquishments and raised $985,000 in new assessments (subdivisions in Onslow and new mining tenements).

Overall capital projects expenditure within the current budget period (ie expenditure to 30 June 2016) are forecast to decrease from $63.7m to $50.2m. Significant variations are highlighted below.

Project Comment Amount ($,000s)

Housing Staff Housing At Council’s September 2015 meeting it considered various housing options in Onslow. One of the outcomes was not to proceed with the sale of Hedditch Street Onslow (effectively reducing income by $300k) and to proceed with the investigation of purchasing properties up to a maximum of $2.2m. The Adopted Budget showed capital purchase of $2.5m funded by sale of Hedditch St $300k and using existing housing loan funds $1.5m (a call of $700k on Municipal funds). Investigations have occurred and it's anticipated that total expenditure will be in the vicinity of $2.1m (a call of $600k on Municipal funds).

Expenditure(300)

Income (100)

Community Facilities

Onslow Swimming Pool This project is progressing at a slightly slower rate than predicted when the 2015/16 budget was estimated. It is expected tenders for the project will be determined at the March 2016 Council meeting (late item) but it is not anticipated that meaningful activity will occur until 2016/17. The construction of this aspect of the project is fully funded by Social Infrastructure agreement and even thought expenditure will not occur grants will also not be received. The call on Municipal funds is $26k greater than that in the Budget, bringing total call to $76k.

Expenditure (4,239)

Income 4,265


Paraburdoo CHUB This project is progressing at a slower rate than was hoped.

Expenditure (7,090)

Income (7,000)


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It is not anticipated that meaningful activity will occur until 2016/17. Any activity that occurs in 2015/16 will be funded by grants or contributions. The call on Municipal funds is zero instead of the budgeted call of $90k.


Onslow Skate Park This project is progressing at a slower rate than predicted when the 2015/16 budget was estimated. It is not anticipated that meaningful activity will occur until 2016/17.

Any activity that occurs in 2015/16 will be funded by grants or contributions. The call on Municipal funds is zero instead of the budgeted call of $100k.

Expenditure (1,033)

Income (0.900)

Administration Onslow Administration Complex Better than expected tenders has resulted in savings of $1.5m in budget. This in combination with the funds transferred to reserve in 2014/15 will enable the Shire to reduce the anticipated call on loan funds from $3.3m to $1.0m.

Expenditure (1,500)

Income (2,300) Income 800

Roadworks Road Resheeting The road Resheeting forecast has been increased from $861k (budgeted) to $1,011k to account for works undertaken on the Pannawonica Millstream ($593k) and Peedamulla Rd ($417k). Planned floodway rehabilitation program completed $150k under budget. Additional works highlighted during Peedamulla resheet / maintenance program.

Expenditure 150

Roadworks Flood Damage It was anticipated in the Budget that a nett amount ($510k) of Municipal Funds could be required for this work as the scale of any event was unknown and therefore the amount of recoup was conservatively estimated. As the season progressed increased activity has been required and the Forecast expenditure have been revised upward to $1.435m. Anticipated funding has also increased and so the call on Municipal funds has been forecast to be lower ($255k)

Expenditure 271

Income 527

Sanitation New Waste Management Facilities Onslow Works are part of the PIP process and investigations have not proceeded as initially planned.

Expenditure (850)

Income (390)


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The call on Municipal funds is zero instead of the budgeted call of $460k.

Other noteworthy adjustment to Capital Expenditure included: Increase in allowance for computer server upgrade resulting from tenders

$23k Urgent roof repairs required at the Paraburdoo Library $50k achieved by

savings in operational areas. Renovations to Senior Citizen Units Onslow. Additional $33k resulting from

quotation process.

Generally total operational expenses remain within budget with a forecast to be 3% lower than budgeted for.

Particular issues are:

Wages and Salaries are generally lower with difficulty in recruiting (new and replacement staff).

Wittenoom Legal expenses to be higher than Budget $83k A review of our funded Rio Tinto Partnership funds has found that operational

funds in excess of expenditure in any year have not been quarantined for future years. Some $346k need to be transfer to Reserves.

Increased Expenditure on Station Access Roads $100K Increase in operating expenses Tom Price Refuse Site $80k. Generally Consultants Costs (some funded others not) have reduced $341k Staff Development costs have reduced by $146k Private works activity has reduced by 60% ($82%). Note income in this area

is also affected (lower by $1k).

Generally total income (other than Rates and Capital Funding) is expected to be 0.5% lower than Budgeted for. Particular issues are:

Grants received for Destiny Onslow Project $75k Reduced income expected at Tom Price Visitor Centre $87k Transfer of Public Open Space trust funds received for the Tom Price Dog

Park project $85k Federal Government Assistance Grants (FAGS) and Untied Road Grants

reduced by $194. Onslow Airport Camp income lower by $334k Tom Price Tip Fees are forecast to reduce by $274k however Domestic

Sanitation levied (those issued with Rates notices) have increase by $116k No adjustment has been made for retaining the old Road Sweeper.

Below are 2 items new initiatives funded by the review:


Ian Blair Boardwalk in Onslow. A funding opportunity has a risen where there is potential to obtain funds to assist in the repair and upgrade of the Ian Blair Boardwalk in Onslow. Expected cost $730k with expect grant funding of $300k (call on Municipal Funds $430k).

Expenditure 730

Income 300


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As this project is listed on Council’s Appendix A (Prioritised Capital Expenditure for Future Years) and staff have been encouraged to continue to seek grant funding opportunities this project has been included in the Review. A further allocation for heritage/tourism signage will be sought in the 2016/17 Budget ($80k).

Roadworks Nameless Valley Truck Rest Stop Staff have been successful in obtaining a grant for the Nameless Valley Truck Rest Stop. Anticipated expenditure $300k. Grant funding $150k. Call on Municipal funds $150K. (July 2015 Council meeting (minute 11983 Item 16.1)

Expenditure 300 Income 150

For Councillor information attached is a copy Appendix A: Prioritised Capital Expenditure for Future Years.

ATTACHMENT 13.2A The effect of this Review is that Council has a forecast surplus of $250k. In the light of the development of the Strategic Asset Management Plan and the forecast Renewal funding gap of $1.7m per year and the current review of the Long Term Financial Plan it may be prudent to allow these funds to remain as a surplus and be utilised in the 2016/17 Budgetary process. Attached are detailed schedules showing the 30 June 2015 Forecast and explanations for the variance.

ATTACHMENT 13.2B UNDER SEPARATE COVER Consultation Internal consultation with Executive Management and Responsible Officers Bob Waddell, Local Government Consultant. Statutory Environment Local Government (Financial Management) Regulations 1996 Regulation 33A – Review of Budget. Financial Implications The Budget Materiality variance was adopted at the Special Meeting (Budget) on 30 July 2015. This means a variance of a percentage (equal to or greater than 10%) or a value (equal to or greater than $20,000) for the 2015/16 financial year must be reported. The Policy was used in this Budget Review. Strategic Implications Shire of Ashburton 10 Year Community Strategic Plan 2012-2022 Goal 5 - Inspiring Governance Objective 4 - Exemplary Team and Work Environment


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Risk Management Adoption of this item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk is considered to be “Medium” risk and will be managed by specific monitoring and response procedures. Policy Implications See Financial Implications. Voting Requirement Absolute Majority Required

Council Decision MOVED: Cr L Rumble SECONDED: Cr M Gallanagh That Council adopts the 2015/16 Annual Budget Review and approves the 30 June 2016 forecast as the amended Budget for 2015/16 as per ATTACHMENT 13.2B. LOST 4/5

Crs White, Rumble, Dias and Gallanagh voted for the motion. Crs Thomas, Dellar, Bloem, Fernandez and Foster voted against the motion.

Council Decision MOVED: Cr G Dellar SECONDED: Cr D Dias That Council:

1. Adopts the 2015/16 Annual Budget Review and approves the 30 June 2016

forecast as the amended Budget for 2015/16 as per ATTACHMENT 13.2B with the

following exception:

a. Requires that a Council Agenda Item be prepared for the April 2016 Council

Meeting, to consider the refurbishment of the Area W

Toilets/Changerooms, utilising the Council agreed portion of the $250,000

surplus as the funding source.

LOST 4/5

Crs White, Rumble, Dias and Dellar voted for the motion. Crs Gallanagh, Thomas, Bloem, Fernandez and Foster voted against the motion.


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Council Decision MOVED: Cr C Fernandez SECONDED: Cr A Bloem That Council:

1. Adopts the 2015/16 Annual Budget Review and approves the 30 June 2016

forecast as the amended Budget for 2015/16 as per ATTACHMENT 13.2B with the

following exception:

a. Allocates up to $150,000 of the $250,000 surplus to undertake the

refurbishment of the Area W Toilets/Changerooms.

CARRIED BY ABSOLUTE MAJORITY 5/4

Crs White, Thomas, Bloem, Fernandez and Foster voted for the motion. Crs Rumble, Dias, Gallanagh and Dellar voted against the motion.


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Council Decision MOVED: Cr L Rumble SECONDED: Cr A Bloem That Council adjourn the meeting as per Standing Orders Clause 15.1 for a short break (at 2.14pm) to resume in approximately 20 minutes. CARRIED 9/0


Council Decision MOVED: Cr P Foster SECONDED: Cr A Bloem That Council reconvene the meeting at 2.40pm. CARRIED 9/0



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14. DEVELOPMENT AND REGULATORY SERVICES REPORTS

14.1 AMENDMENT TO PART 8 OF THE DELEGATED AUTHORITY REGISTER TO INCLUDE REFERENCE TO THE NEW PLANNING AND DEVELOPMENT (LOCAL PLANNING SCHEMES) REGULATIONS 2015

MINUTE: 12062 FILE REFERENCE: GV01.16 AUTHOR’S NAME AND POSITION:

Casey Gillespie Project Planner


Shire of Ashburton




Not Applicable

Summary On 19 October 2015, the Planning and Development Regulations 2015 (the Regulations) came into effect. One effect of these Regulations is to introduce a number of ‘deemed provisions’ into every Planning Scheme in Western Australia. This report relates to Clauses 82 and 83 of the Deemed Provisions that give the Council the ability to delegate functions and powers created under the Regulations to the CEO and to specific Officers. In order to give effect to these delegated powers, a Council resolution is required to update the Shire’s Delegated Authority Register to refer to the correct legislation. In addition, it is recommended that the ‘Town Planner’ position be included in the delegations, that reference to the clause numbers of specific Scheme provisions be removed (as these numbers will be changed as part of the Scheme review to be undertaken by mid-2016) and a number of typographical errors be corrected.

Background The Planning and Development (Local Planning Schemes) Regulations 2015 (the Regulations) were gazetted on 25 August 2015 and came into effect on 19 October 2015, replacing the Town Planning Regulations 1967. These Regulations introduce a Schedule of Deemed Provisions that have been automatically introduced into every Planning Scheme in Western Australia. These Provisions are not actually written into the Scheme, but are to be read as if they were part of the Scheme, and replace any inconsistent or similar clauses. Division 2, clause 82 and 83 of the Regulations gives the Local Government the ability to delegate any of its functions or powers created under the Regulations to the Chief Executive Officer who may in turn on-delegate these functions to Shire officers. While the delegations


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of power under the Regulations are functionally identical to those permitted under the previous Regulations, this new piece of legislation is required to be specifically referenced in the Shire’s Delegated Authority Register to have legal effect. Part 8 of Council’s Delegated Authority Register 2015 (ATTACHMENT 14.1) relates to those powers created under the Planning and Development Act 2015 delegated by Council to the CEO and relevant officers. In accordance with the Regulations, this Register must now also specifically reference the new Regulations to give effect to the powers delegated under this legislation. Comment Pursuant to clauses 82 and 83 of the Deemed Provisions in the Regulations, local governments are allowed to delegate to the Chief Executive Officer (CEO) the exercise of any of the local government’s powers or the discharge of any of the local government’s duties under this Scheme. The CEO can similarly delegate to employees within the Shire. The resulting delegation will require an amendment to the Delegated Authority Register 2015 and Council adoption by absolute majority. A review of Part 8 of Council’s Delegation of authority has been completed in light of the changes implied by the Regulations. Minor amendments with regard to the inclusion of delegated actions relating to Activity Centre and Structure Plans are also proposed. These planning instruments allow for detailed planning of specific areas where necessary and the form, content, and means of preparation, adoption, and amendment are introduced into the Scheme via the Deemed Provisions. It is also recommended that the Register be modified to include reference to the ‘Town Planner’ position, which does not currently have formal delegation, to correct a number of spelling and grammatical errors, and remove specific reference to clauses and sections within the Scheme. Removing these specific references alleviates the need to amend the Register each time amendments and updates are made to the relevant statutory instruments. Consultation Executive Manager, Development and Regulatory Services Governance Officer Statutory Environment Local Government Act 1995 Planning and Development (Local Planning Schemes) Regulations 2015 Planning and Development Act 2005 Financial Implications There are no financial implications for this matter. Strategic Implications Shire of Ashburton 10 Year Community Strategic Plan 2012-2022 Goal 5 – Inspiring Governance Objective 1 – Custodianship Objective 3 – Council Leadership Risk Management Adoption of this item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk is considered to be “High” as delegation provides high levels of authority and as such, needs to be managed by senior


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staff. Excellent procedures are in place which suitably minimise the likelihood of an event occurring. Policy Implications There were no policy implications identified. Voting Requirement Absolute Majority Required

Council Decision MOVED: Cr A Bloem SECONDED: Cr L Rumble That Council adopt the updated Part 8 of the Delegated Authority Register 2015 (at ATTACHMENT 14.1) as it pertains to;

Planning and Development (Local Planning Schemes) Regulations 2015;

Inclusion of reference to the Town Planner position;

Removal of specific reference to clauses and sections within the Scheme; and

Correction of minor spelling and grammatical errors as shown. CARRIED BY ABSOLUTE MAJORITY 7/2

Crs White, Rumble, Dias, Gallanagh, Dellar, Bloem and Foster voted for the motion. Crs Thomas and Fernandez voted against the motion.


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14.2 REVIEW OF POLICY FIN05 ‘TRADING IN PUBLIC PLACES’


Tim Brokenshire Manager Environmental Health


Shire of Ashburton




Presentation Only – Ordinary Meeting of Council 28 January 2015

Summary Part 6 of the Shire Activities on Thoroughfares and Public Places and Trading Local Law 2013 requires traders to apply for a permit when trading within our local government area. When determining an application, the local government is required to consider (inter alia) any relevant policies of the local government. At present the only policy that references trading permits is Council’s Management Policy ‘FIN05’ which was last reviewed by Council in July 2003 and served to establish charges based on trading location but does not provide any detail on the assessment of such applications. In its current form FIN05 provides insufficient guidance to staff to manage any issues created by traders. In this regard, the policy has been reviewed to delete reference to fees and charges (which are set by Council each year irrespective of the policy). The revised policy continues to define the difference in trading locations of ‘town centre’ and ‘rest of Shire’ however considerable detail has also been added to allow staff to minimise any negative impacts and maximise the benefits traders provide to our communities through appropriate permit conditions.

Background In response to matters raised by local business and Councillors in respect to itinerant traders, the Shire’s Environmental Health team drafted significant amendments to FIN05 for Executive consideration. It was determined that any changes to the policy should be workshopped and as such, a presentation to Councillors was provided on the issue (on the Ordinary Council Meeting Day in January 2015). The presentation included a review of day to day management concerns and a draft copy of the revised Traders Policy. It was agreed at the workshop that the policy needed some further refinements and that any draft should be advertised for public comment prior to formal Council consideration of an amended policy. A draft was sent to the Pilbara Inland Chamber of Commerce and Industry (PICCI) and also the Onslow Chamber of Commerce and industry (OCCI) for comment prior to formal


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advertising. Formal advertising of the draft policy subsequently commenced on 9 November 2015. The draft policy text was published on the Shire’s website as well as being sent to the PICCI, OCCI and emailed to 48 registered traders for comment. The consultation period closed on 11 December 2015. Comment Part 6 of the Shire Activities on Thoroughfares and Public Places Local Law 2013 requires traders to hold a permit whilst trading within this local government area. In determining an application for a permit an officer is to have regard to any policies of Local Government, in this instance FIN05. Currently the policy only provides guidance on the fees required to be paid for a traders permit.

The 2015/16 traders permit fees as listed in Councils Fees and Charges are:

(i) Trading anywhere in the District including trading in a Public Place within Town Centre Area:

$70.00 per day, to a maximum of $1,500 in any 12 month period.

(ii) Trading anywhere in the District excluding trading in a Public Place within a Town Centre Area:

$35.00 per day, to a maximum of $750 in any 12-month period.

Any application for any 12-month period entitles the licensee to trade anywhere within the district or such places as stated on the licence.

From time to time changes in the dynamics of a human population occur creating opportunities for business such as itinerant traders. The result of these changes has been an increase in the number of traders operating within the Shire. The increased trade has created some conflict in relation to demand for premium trading locations, pedestrian safety and parking. In response, the proposed policy allows staff to apply measures at a permit stage that will support good management of traders in such a way that benefits the whole community.

ATTACHMENT 14.2A (Draft Traders Policy) ATTACHMENT 14.2B (Draft Traders Maps)

Formal advertising of the draft policy, which included publications of the policy on the Shire’s website as well as direct referrals to the PICCI, OCCI and 48 registered traders for comment was conducted from 9 November 2015 to 11 December 2015. Five submissions were received, all of which were generally positive (see attachment 14.2C). Some minor issues were raised in relation to location of vehicles, location of signage and which fees apply but the policy is considered to adequately addresses these matters and staff are confident that any adverse impacts can be largely mitigated by applying appropriate conditions to any permits issued. Given the level of consultation undertaken and the lack of any significant concerns being raised through that process, it is recommended that Council adopt the suggested changes to FIN05.

ATTACHMENT 14.2C (Submissions)


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Consultation Councillors Chief Executive Officer Development and Regulatory Services staff Community Development staff Pilbara Inland Chamber of Commerce and Industry Onslow Chamber of Commerce and industry Registered Traders Statutory Environment Local Government Act 1995 Section 3.5 (relating to the ability to create and use Local Laws) Activities on Thoroughfares and Public Places and Trading Local Law 2013 Financial Implications There are no known meaningful financial implications relative to this matter in excess of officer time and minor administrative costs. Strategic Implications Shire of Ashburton 10 Year Community Strategic Plan 2012-2022 – Desk Top Review 2015 Goal Two – Economic Prosperity Objective 2.2 – Enduring partnerships with industry and government Risk Management This item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk is considered to be “Low” risk and can be managed by routine procedures, and is unlikely to need specific application of resources. Policy Implications Review FIN05 - Trading in Public Places – Fees and Charges in line with ADM02 - Policy/Directive Development and Review Process Flowchart. Voting Requirement Simple Majority Required


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Recommendation That Council adopts the modified Policy FIN05 (‘Trading in Public Places’) as per Attachments 14.2A and 14.2B.

Council Decision MOVED: Cr P Foster SECONDED: Cr A Bloem That Council adopts the modified Policy FIN05 (‘Trading in Public Places’) as per

Attachments 14.2A and 14.2B with the following modification:

1. an expansion of the boundary for the Tom Price townsite map, so as to

include the Tjiluna Oval.

CARRIED 5/4

Crs White, Dias, Dellar, Bloem and Foster voted for the motion. Crs Rumble, Gallanagh, Thomas and Fernandez voted against the motion.

Reason for Change: Cr Foster proposed the alternate motion to change the boundary of the trading within the town centre to include the Tjiluna oval as often there are mobile business’ trading in the car park of the oval.


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15. INFRASTRUCTURE SERVICES REPORTS

The Shire President advised that in order to enable an officer presentation on Asset Management, item 15.1 (Strategic Asset Management Plan) will be delayed until the last item of today’s meeting.

15.2 APPROVAL TO ADVERTISE AND SEEK PUBLIC COMMENTS ON THE BUSINESS PLAN FOR ONSLOW AIRPORT

MINUTE: 12065 FILE REFERENCE: TT06 AUTHOR’S NAME AND POSITION:

Megan Walsh Airport Manager


Not Applicable


The author has no financial interest in the matter


Agenda Item 15.06.12 Ordinary Meeting of Council 16 June 2010

Summary Before it commences a major trading undertaking a local government is required to prepare a business plan and give state-wide public notice that;

the local government proposes to commence the major trading undertaking,

a copy of the business plan may be inspected or obtained at any place specified in the notice, and

submissions about the proposed undertaking may be made to the local government before a day specified in the notice, being a day that is not less than six weeks after the notice is given.

The purpose of this report is to seek Council endorsement of the Onslow Airport Business Plan prior to advertising.

Background With the formalisation of the Ashburton North Strategic Industrial Area (ANSIA), and the commencement of both the Macedon and Wheatstone projects it was accepted that air transport would increase significantly. To serve the projected needs of industry, and to satisfy the scope of work provided by Chevron to serve its Wheatstone operations, significant upgrades to all airport facilities were required.


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Demand was expected to be at its highest during the construction phases of proposed projects based at the ANSIA, with demand in the longer term heavily dependent on the overall level of development achieved at the ANSIA and the growth of the local community. The Onslow Aerodrome Redevelopment included in the main:

Construction of a new runway, taxiway and apron

Installation of new and upgraded runway and apron lighting

Provision of new radio and navigation aids

Construction of a new terminal building, complete with passenger and baggage

screening facilities

Installation of refuelling facilities

Construction of new access road and parking facilities

Before it commences a major trading undertaking the local government is required to prepare a business plan and give state-wide public notice that; -

the local government proposes to commence the major trading undertaking,

a copy of the business plan may be inspected or obtained at any place specific in the notice, and

submissions about the proposed undertaking may be made to the local government before a day specified in the notice, being a day that is not less than six weeks after the notice is given.

Comment This was a matter raised as part of the 2012 Probity Audit and this process (once completed) will finalise that point. It is also acknowledged that the development has occurred and that it is appropriate to advertise the Plan so that the community and stakeholders are aware of it and have the opportunity to make a contribution. The Onslow Airport Business Plan has been prepared and includes:

Detailed breakdown of the development;

Associated costing for the development; and

Operational financial analysis.

The financial analysis incorporates a nine year financial plan. The model considered revenues and costs associated with the upgraded facility, including up front and recurrent capital and ongoing operational expenditure. The model demonstrates that the upgraded facility will be self-sustainable until approximately 2023/2024 when the airport’s reserves will be depleted (based on a conservative income model). The business plan for the proposed development is attached.

ATTACHMENT 15.2


42

Consultation Executive Manger – Infrastructure Services National Manager of Aviation – Rehbein Airport Consulting Aerodrome Management Services Executive Manager of Aviation Services – Shire of Exmouth Statutory Environment Local Government Act 1995 S3.59 “Commercial Enterprise by Local Government”. Financial Implications The expenses relating to the preparation of the business plan have been included in the 2015/16 budget. The financial model utilised in the plan demonstrates that the upgraded facility will be self-sustainable until approximately 2023/2024 when the airport’s reserves will be depleted (based on a conservative income model). Note; A comprehensive financial analysis which consists of a financial model and cash flow analysis is available as part of the Airport Master Plan (see Agenda Item 15.3). Strategic Implications Shire of Ashburton 10 Year Community Strategic Plan 2012-2022 Goal 02; ‘Enduring partnerships’ Objective 01: ‘Strong Local Economies Risk Management This item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk, at present, is considered to be “low” and can be managed by routine procedures. In the longer term, and considering the medium scenario, the perceived level of risk rises to “extreme”. The adoption of the medium scenario is a realistically achievable, yet conservative position to adopt and provides opportunity for growth towards the high scenario and financial independence of the Onslow Airport. Policy Implications Not Applicable Voting Requirement Simple Majority Required


43

Council Decision MOVED: Cr P Foster SECONDED: Cr C Fernandez That Council:

1. Endorse the business plan to be advertised for public comment for a period of no less than six weeks.

2. Consider any public comments received in response to the advertising.

3. Authorise the CEO to accept the business plan if no submissions are received. CARRIED 9/0



44

15.3 ONSLOW AIRPORT MASTER PLAN AND ASSET MANAGEMENT PLAN

MINUTE: 12066 FILE REFERENCE: TT06 AUTHOR’S NAME AND POSITION:

Megan Walsh Airport Manager


Not Applicable


The author has no financial interest in the matter.


Agenda Item 16.11.13– Ordinary Meeting of Council 8 November 2010

Summary The purpose of the Onslow Airport Master Plan and Asset Management Plan is to establish a strategic framework for the sustainable maintenance and possible future development of the airport. The Master Plan presents strategies for development of the Onslow Airport for the next 20 years, taking into account demand forecasting, development opportunities and the Shire’s specific development objectives. The Asset Management Plan recognises the recent significant investment in assets and the need to maintain and renew those assets, over time, to provide a safe, compliant and amenable facility for the community and airport users. It provides a long term forecast of anticipated expenditure that Council can consider when developing Long Term Financial Plans and annual budgets. Whilst not a statutory requirement, a robust Airport Master Plan and Asset Management Plan is highly desirable to inform Council, the community and airport stakeholders of the significant asset the airport comprises, the capacity and capabilities of the airport and the opportunities for development to enhance the operations and sustainability of the facility. This agenda item seeks Council’s acknowledgement of the Onslow Airport Master Plan and Asset Management Plan, and endorsement of a development scenario that can be incorporated in Council’s Long Term Financial Plan.

Background The Onslow aerodrome is a Civil Aviation Safety Authority (CASA) certified facility. Due to the commencement of both the Macedon and Wheatstone Projects at the Ashburton North Strategic Industrial Area (ANSIA), air transport to Onslow has increased significantly with a mix of closed and open charter flights operating daily out of the Onslow Airport. Significant


45

upgrades were required to the airport facilities to be able to serve the projected needs of industry and expected community growth. At the November 2010 Ordinary Meeting of Council, it was resolved to endorse a draft Onslow Aerodrome Master Plan as a planning guideline for the expansion and development of the Onslow Aerodrome land. This document was the initial attempt at master planning for the airport and the adjacent land. It was principally a land use document and has been significantly superseded since it was adopted. In 2011, the Shire commenced the Onslow Airport Redevelopment project. On 24 August 2015, works were completed and the redeveloped Onslow Airport was officially opened after taking about four years to complete. At about the same time, Council committed to selling the adjacent land to a private developer rather than undertaken the development as was initially planned in the draft Onslow Aerodrome Master Plan of 2010. In order to capture the new developments, the altered status of the adjacent land, and to strategically plan for the future of the Onslow Airport beyond the Wheatstone construction phase, staff embarked on a combined master/asset planning exercise and have prepared the attached Onslow Airport Master Plan and Asset Management Plan.

ATTACHMENT 15.3 Onslow Airport Master Plan The Onslow Airport Master Plan:

Demonstrates the Onslow Airport’s ability to satisfy the forecast air traffic demand up

to 2035, whilst observing the required regulatory and policy settings applicable to the

Airport;

Provides utilisation and financial analysis, including an assessment of pricing

structure, forecast capital expenditure and cash flow for the long term sustainability of

the airport and inputs to Council’s Long Term Financial Plan;

Provides comment and further recommendations, taking into consideration the future

developments surrounding the Onslow Airport that may impact on the future capacity

requirements of the airport;

Provides an Implementation Plan to meet future capacity needs through the staged

delivery of the Master Plan in an appropriate and economically justifiable time frame;

and

Recommends allocation and assignment of land based on highest and best use

principles to achieve the most optimal spatial outcome, in keeping with the Shire’s

overall business objectives:

• To maintain the airport for Onslow as a major contributor to the local economy

and assist in the generation of local and regional economic growth;

• To balance economic benefit, social and environmental impact;

• To ensure legislative requirements are considered and adhered to in the

development of the Implementation Plan;

• To implement and maintain appropriate risk management processes; and

• To seek key stakeholder support including the Airlines.


46

Airport Asset Management Plan The Onslow Airport Asset Management Plan:

Captures existing assets at the airport, including runways, taxiways, aprons,

buildings, car parks, roads, drainage, lighting, sheds, fuel storage, utilities;

Considers assets currently being developed / upgraded as part of the airport

development;

Details attributes of the assets such as runways: length, width, seal type, thickness,

pavement base/material;

Details replacement values of the assets;

Details useful lives of the assets;

Provides a lifecycle management plan with current condition and current replacement

costs; and

Provides a long term works program for the maintenance and renewal of the assets.

Comment The purpose of the Onslow Airport Master Plan and Asset Management Plan is to establish a strategic framework for the sustainable maintenance and possible future development of the airport. The Master Plan presents strategies for development of the Onslow Airport for the next 20 years, taking into account demand forecasting, development opportunities and the Shire’s specific development objectives. Whilst not a statutory requirement, a robust Airport Master Plan is highly desirable to inform Council, the community and airport stakeholders of the capacity and capabilities of the airport and the opportunities for development to enhance the operations and sustainability of the facility. The Asset Management Plan recognises the recent significant investment in assets and the need to maintain and renew those assets, over time, to provide a safe, compliant and amenable facility for the community and airport users. It provides a long term forecast of anticipated expenditure that Council can consider when developing Long Term Financial Plans and annual budgets. Rehbein Airport Consultants were engaged to undertake the combined planning process. Engagement with Councillors and key staff, direct stakeholders, business groups and the broader community was conducted and a workshop was also held with Councillors in Paraburdoo at the February 2016 Ordinary Council Meeting where the key aspects of these plans were presented. Of particular note are the financial scenarios based on three growth patterns, including an assessment of the sustainability levels of the airport beyond the current Wheatstone construction phase. The three scenarios presented were:

Base (Low)

• From June 2017 onwards

• 2 x F100 services weekly

• Supporting Wheatstone operations and community demand

Sustained Development (Medium)


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• Supporting Wheatstone operations, ongoing developments in Onslow and

community demand

High Growth




community demand

• Plus helicopter operations and freight / logistics

Both the low and medium scenarios see the Onslow Airport no longer financially independent of Council around 2023/2024; however whilst the scenarios are based on the considerable stakeholder feedback, they are still considered conservative. In order to provide input to Council’s Long Term Financial Plan, a scenario needs to be endorsed. It is recommended that the medium scenario is achievable and reflective of where the Onslow Airport will be situated from mid-2017 onwards, without significant developments in Onslow and the ANSIA and/or diversification of business at the airport, i.e. freight logistics and helicopter operations. Consultation Executive Manager – Infrastructure Services Economic and Land Development Manager – Strategic & Economic Development. Airport Manger – Karratha Airport Airport Manger - Exmouth Airport Project Officer – Infrastructure Services Rehbein Airport Consultants (plus their stakeholder consultations) Statutory Environment As the registered airport owner and operator, Council is required to ensure the safety and security of the airport complies with the following regulations;

Civil Aviation Act 1988 Civil Aviation Safety Regulations 1998 (CASR) Manual of Standards (MOS) part 139 – Aerodromes Aviation Transport Security Act 2004 Aviation Transport Security Regulations 2005

Financial Implications The planning exercise developed financial scenarios based on three growth patterns, including an assessment of the sustainability levels of the airport beyond the current Wheatstone construction phase. The three scenarios presented were:

Base (Low)



• Supporting Wheatstone operations and community demand

Sustained Development (Medium)



48



community demand

High Growth




community demand

• Plus helicopter operations and freight / logistics

Both the low and medium scenarios see the Onslow Airport no longer financially independent of Council around 2023/2024; however whilst the scenarios are based on the considerable stakeholder feedback, they are still considered conservative. Both the low and medium scenarios realise a net deficit in excess of $2M per annum beyond 2023/2024; however as stated above, these scenarios are conservative and the financial models will need to be adjusted as the parameters change. Strategic Implications Shire of Ashburton 10 Year Community Strategic Plan 2012-2022 Goal 04 ‘Distinctive and Well Serviced Places’ Objective 01 – Quality Public Infrastructure: Objective 02- Accessible and Safe Towns Risk Management This item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk, at present, is considered to be “low” and can be managed by routine procedures. In the longer term, and considering the medium scenario, the perceived level of risk rises to “extreme” due to the anticipated financial impost on Shire budgets beyond 2023/2024. The adoption of the medium scenario is a realistically achievable, yet conservative position to adopt and provides opportunity for growth towards the high scenario and financial independence of the Onslow Airport. Policy Implications ENG09 Asset Management Policy ELM10 Financial Sustainability Policy Voting Requirement Simple Majority Required


49

Council Decision MOVED: Cr P Foster SECONDED: Cr A Bloem That Council:

1. Receives the Onslow Airport Master Plan and Asset Management Plan;

2. Considers these plans during annual budget preparations; and

3. Endorses the medium scenario from the Onslow Airport Master Plan for input into the Council’s Long Term Financial Plan.

CARRIED 9/0



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15.4 OUTCOME OF RFT 03/16 PANEL OF PRE-QUALIFIED SUPPLIERS OF PLANT AND EQUIPMENT - APPOINTMENT OF SUPPLIERS TO PANEL

MINUTE: 12067 FILE REFERENCE: CM03.16 AUTHOR’S NAME AND POSITION:

Emma Heys Procurement Manager


Not Applicable




Not Applicable

Summary A Request for Tender for a Panel of Pre-Qualified Suppliers of Plant and Equipment (RFT 03/16) was advertised from 3 February 2016 until 24 February 2016. Thirteen compliant submissions were received in response to the RFT. The evaluation panel has now completed its assessment of the submissions and has made a recommendation to appoint several suppliers across a range of categories.

Background The Shire of Ashburton requires the utilisation of various items of plant and equipment beyond its own fleet whilst conducting day to day business activities. These items include water carts, trucks, loader, dozers, graders, rollers and excavators. While the value of these vary greatly, the hire of some items over a period of time are likely to be in excess of the tender threshold, being $150,000. For the supply of plant and equipment, a panel tender is considered to be most advantageous to the Shire. With the changes to the Local Government Functions and General Regulations 1996 for the inclusion of a provision for panel tenders and the subsequent adoption of FIN19 Panel of Pre- Qualified Suppliers Policy, the Shire is now able to operate a panel tender when there is a clear and identified benefit to Council. FIN19 Panel of Pre-Qualified Suppliers is attached.

CONFIDENTIAL ATTACHMENT 15.4A The basis of the panel tender is to call tenders for a particular activity and following assessment and appointment to the panel, the Shire will have access to a “panel of pre-qualified suppliers” of three or more per category, who will then be requested to quote on various Shire projects/works as they are scheduled.


51

It is considered that the opportunity to utilise a panel tender will suit the Shire as it will enable businesses form the various towns to compete for work in just their area, or across the entire Shire. It will also provide the organisation with a good level of efficiency and enable projects to be initiated and completed in a timely manner. The current Contract for the Supply of Plant and Equipment (RFT 14/13) expired in January 2016 and along with the Shire’s current and projected program of works, it was determined that the ongoing need for plant and equipment to supplement the Shire’s existing resources, necessitated a new Request for Tender for a Panel of Pre-Qualified Suppliers of Plant and Equipment. The selection criteria were varied under delegation (DA06-2) from that in FIN14 as the original selection criteria were not appropriate for this Contract. The advertised selection criteria were:

Criteria Weightings

Experience and Capacity to meet Requirements

25%

Resources 25%

Quality and Occupational Health and Safety Systems

10%

Key Personnel 15%

Past Company Performance 15%

Price 10%

RFT 03/16 was advertised from 3 February 2016 and closed on 24 February 2016. The RFT called for submissions from appropriately qualified and experience suppliers for the supply of plant and equipment in the following categories:

Category 1: Earthmoving

Category 2: Cartage

Category 3: Compaction Plant

Category 4: Water Cart

Category 5: Labour Hire

Category 6: Ancillary Items Thirteen submissions were received and after initial compliance assessment, all submissions were deemed compliant for further assessment. The evaluation panel then assessed the submissions against the selection criteria and value for money. The Evaluation and Recommendation Report, including the overall evaluation scores and rankings, is attached.

ATTACHMENT 15.4B Comment As stated in the RFT document, the appointment to the panel is non-exclusive, meaning the Shire reserves the right to seek services outside of the panel for any given project or call for tenders for individual major projects during the operating period of the panel. Appointment to the panel will be for a period of twenty four months, subject to satisfactory performance and review by the Shire, from the date of issuing a Letter of Appointment, with no options to extend beyond the Contract period.


52

Each appointed supplier will be requested to quote for each scheduled program of works. Shire Officers will then evaluate each quotation against a pre-determined set of criteria that is dependent upon the specific program of works (e.g. timeframe, price, etc.) and award an individual contract to the supplier to complete the required works. The evaluation panel recommended that the following amount of suppliers were appointed to each category:

Category No. of Suppliers

1 Earthmoving 4

2 Cartage 4

3 Compaction Plant 3

4 Water Cart 3

5 Labour Hire 4

6 Ancillary No appointment as all suppliers appointed in above categories can provide ancillary items.

It is further recommended that Council appoint the following suppliers to each category:

Category Supplier/s

1 Earthmoving 1. Youngs Earthmoving

2. AllTrack WA

3. Dingo Corporation

4. Drilline

2 Cartage 1. Youngs Earthmoving

2. AllTrack WA


4. Drilline

3 Compaction Plant 1. Youngs Earthmoving

2. AllTrack WA

3. Drilline

4 Water Cart 1. Youngs Earthmoving

2. AllTrack WA

3. Drilline

5 Labour Hire 1. Youngs Earthmoving

2. AllTrack WA


4. Drilline


Consultation Executive Manager – Infrastructure Services Manager Technical Services Technical Officer Works Coordinator Strategic Project Manager Executive Manager - Operations


53

Statutory Environment Part 4 of the Local Government (Functions and General) Regulations 1996. Financial Implications Works programming is incorporated within the operations capacity of the Shire Strategic Implications hire of Ashburton 10 Year Community Strategic Plan 2012-2022 Goal 2 – Enduring Partnerships Objective 01 – Strong Local Economies Objective 02 – Enduring Partnerships with Industry and Government Risk Management This item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk is considered to be “High”. The high level of risk is being driven by the high compliance requirements and the timing of several project schedules. It is considered that the likelihood of a risk event occurring is “Unlikely” but it will be managed by specific monitoring and response procedures, overseen by the relevant Senior Managers. Policy Implications Policy FIN19 Panel of Pre-Qualified Suppliers Policy. This Policy outlines how the Shire will develop and manage panel tenders to the benefit of the Council. This policy was used to undertake the procurement process through a publically advertised panel tender. Policy FIN12 Shire of Ashburton Procurement Policy. This Policy outlines how the Shire of Ashburton will deliver best practice in the purchasing of goods, services and works that align with the principles of transparency, probity and good governance whereby establishing efficient, effective, economical and sustainable procedures in all purchasing activities. This Policy was used to undertake the procurement process through a publically advertised panel tender. Policy FIN14 Shire of Ashburton Tender Assessment Criteria. This policy establishes the evaluation criteria for Council procurement in three Procurement categories, Plant, Services and Infrastructure. This quotation utilised the evaluation criteria under the category of Plant. Voting Requirement Simple Majority Required


54

Council Decision MOVED: Cr C Fernandez SECONDED: Cr A Bloem That Council:

1. Appoint the following suppliers to the Panel of Pre-Qualified Suppliers of Plant and Equipment, for each category under RFT 03/16:

Category Supplier/s

1 Earthmoving 1. Youngs Earthmoving

2. AllTrack WA


4. Drilline

2 Cartage 1. Youngs Earthmoving

2. AllTrack WA


4. Drilline

3 Compaction Plant

1. Youngs Earthmoving

2. AllTrack WA

3. Drilline

4 Water Cart 1. Youngs Earthmoving

2. AllTrack WA

3. Drilline

5 Labour Hire 1. Youngs Earthmoving

2. AllTrack WA


4. Drilline


2. Authorise the Chief Executive Officer to enter into individual contracts with the

appointed suppliers. CARRIED 8/1 Crs White, Rumble, Dias, Gallanagh, Dellar, Bloem, Fernandez and Foster voted for the

motion. Cr Thomas voted against the motion.


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15.5 OUTCOME OF RFT 04/16 SELECTED TRADES AND SERVICES (RAPID RESPONSE)

MINUTE: 12068 FILE REFERENCE: CM04.16 AUTHOR’S NAME AND POSITION:

Emma Heys Procurement Manager


Not Applicable




Not Applicable

Summary A Request for Tender for Selected Trades and Services (Rapid Response) (RFT 04/16) was advertised from 3 February until 24 February 2016. Ten compliant submissions were received in response to the RFT. The evaluation panel has now completed its assessment of the submissions and has made recommendation to award thirteen individual contracts across the three towns of Tom Price, Paraburdoo and Onslow.

Background At times, the Shire of Ashburton requires the rapid response of several types of services, across the towns of Tom Price, Paraburdoo and Onslow to support its existing workforce. These services include electrical, plumbing, concreting, glazing and general building maintenance. It is considered beneficial to the Shire to have access to these types of services, in a rapid response situation and RFT 04/16 has enabled businesses form the various towns to compete for work in just their area, or across the entire Shire. The award of individual contracts across the towns will also provide the organisation with a good level of efficiency and enable repairs to be completed in a timely manner. The current Contract for Selected Trades and Services (Rapid Response) (RFT 30/14) is due to expire 31 March 2016. It has been determined that the ongoing need for rapid response support to supplement the Shire’s existing resources, has necessitated a new Request for Tender for Selected Trades and Services (Rapid Response). The selection criteria were based upon the “Services” category in FIN 14 Tender Assessment Criteria Policy. The advertised selection criteria were:


56

Criteria Weighting

(a) Experience and Capacity to meet requirements 10%

(b) Resources 5%

(c) Plant, Equipment and Materials 5%

(d) Key Personnel 10%

(e) Past Company Performance 10%

(f) Methodology, Quality and OHS Systems, Life Cycle, Risk 10%

Request for Tender 04/16 (RFT 04/16) was advertised from 3 February and closed on 24 February 2016. The RFT called for submissions from appropriately qualified and experienced contractors for selected trades and services in a rapid response situation. The RFT was divided into thirteen separable portions to cover the three towns of Tom Price, Paraburdoo and Onslow:

Portion Description

1 Electrical Works & Services Zone 1 (Tom Price)

2 Plumbing Works & Services Zone 1 (Tom Price)

3 Concrete Works and Services Zone 1 (Tom Price )

4 Glazing Works Zone 1 (Tom Price)

5 Electrical Works & Services Zone 2 (Paraburdoo)

6 Plumbing Works & Services Zone 2 (Paraburdoo)

7 Concrete Works and Services Zone 2 (Paraburdoo )

8 Glazing Works Zone 2 (Paraburdoo)

9 Electrical Works & Services Zone 3 (Onslow)

10 Plumbing Works & Services Zone 3 (Onslow)

11 Concrete Works and Services Zone 3 (Onslow)

12 Glazing Works Zone 3 (Onslow)

13 Carpentry/General Building Maintenance Zone 3 (Onslow)

Tom Price and Paraburdoo were excluded from a General Building Maintenance portion as the Shire’s existing workforce is able to respond to those requests without additional assistance. Ten submissions were received and after initial compliance assessment, all submissions were deemed compliant for further assessment. The evaluation panel then assessed the submissions against the selection criteria and value for money. The Evaluation and Recommendation Report, including the overall evaluation scores and rankings, is attached.

CONFIDENTIAL ATTACHMENT 15.5


57

Comment As stated in the RFT document, the award of Contract under the separable portions is non-exclusive, meaning the Shire of Ashburton reserves the right to seek services outside of any Contract, for any given project or call for tenders for individual needs during the operating period of any of the individual Contracts. Award of each individual Contract is to be for an initial period of twelve months, followed by two additional periods of twelve months, at the discretion of the Principal, in accordance with the Terms and Conditions as specified in RFT 04/16 “Selected Trades and Services (Rapid Response)”. The evaluation panel recommended that the following Contractors be awarded Contracts under the following portions:

Portion Description Contractor

1 Electrical Works & Services Zone 1 (Tom Price) Byblos Constructions

2 Plumbing Works & Services Zone 1 (Tom Price) Byblos Constructions

3 Concrete Works and Services Zone 1 (Tom Price ) Byblos Constructions

4 Glazing Works Zone 1 (Tom Price) Byblos Constructions

5 Electrical Works & Services Zone 2 (Paraburdoo) Byblos Constructions

6 Plumbing Works & Services Zone 2 (Paraburdoo) Byblos Constructions

7 Concrete Works and Services Zone 2 (Paraburdoo ) Byblos Constructions

8 Glazing Works Zone 2 (Paraburdoo) Byblos Constructions

9 Electrical Works & Services Zone 3 (Onslow) Dice Solutions

10 Plumbing Works & Services Zone 3 (Onslow) C Munro Contractors

11 Concrete Works and Services Zone 3 (Onslow) Dreads

12 Glazing Works Zone 3 (Onslow) C Munro Contractors


Dreads

Consultation Executive Manager – Infrastructure Services Manager Technical Services Technical Officer Works Coordinator Strategic Project Manager Statutory Environment Part 4 of the Local Government (Functions and General) Regulations 1996. Financial Implications Works programming is incorporated within the operations capacity of the Shire.


58

Strategic Implications Shire of Ashburton 10 Year Community Strategic Plan 2012-2022 Goal 2 – Enduring Partnerships Objective 01 – Strong Local Economies Objective 02 – Enduring Partnerships with Industry and Government Risk Management This item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk is considered to be “High”. The high level of risk is being driven by the high compliance requirements and the timing of several project schedules. It is considered that the likelihood of a risk event occurring is “Unlikely” but it will be managed by specific monitoring and response procedures, overseen by the relevant Senior Managers. Policy Implications Policy FIN12 Shire of Ashburton Procurement Policy. This Policy outlines how the Shire of Ashburton will deliver best practice in the purchasing of goods, services and works that align with the principles of transparency, probity and good governance whereby establishing efficient, effective, economical and sustainable procedures in all purchasing activities. This Policy was used to undertake the procurement process through a publically advertised RFT. Policy FIN14 Shire of Ashburton Tender Assessment Criteria. This policy establishes the evaluation criteria for Council procurement in three Procurement categories, Plant, Services and Infrastructure. This RFT utilised the evaluation criteria under the category of Services. Voting Requirement Simple Majority Required


59

Recommendation That Council:

1. Award individual Contracts to the following Contractors for each portion of RFT 04/16 Selected Trades and Services (Rapid Response):




3 Concrete Works and Services Zone 1 (Tom Price ) Byblos Constructions


5 Electrical Works & Services Zone 2 (Paraburdoo) Byblos Constructions

6 Plumbing Works & Services Zone 2 (Paraburdoo) Byblos Constructions

7 Concrete Works and Services Zone 2 (Paraburdoo ) Byblos Constructions







Dreads


appointed Contractors to provide selected trades and services in a rapid response situation.


60

Council Decision MOVED: Cr L Rumble SECONDED: Cr M Gallanagh That Council:

1. Award individual Contracts to the following Contractors for each portion of RFT 04/16 Selected Trades and Services (Rapid Response):




3 Concrete Works and Services Zone 1 (Tom Price )

Byblos Constructions


5 Electrical Works & Services Zone 2 (Paraburdoo)


6 Plumbing Works & Services Zone 2 (Paraburdoo)


7 Concrete Works and Services Zone 2 (Paraburdoo )








Dreads


appointed Contractors to provide selected trades and services in a rapid response situation.

3. Restrict awarding of Rapid Response contracts to no more than $10,000 unless authorised in advance by the Chief Executive Officer.

CARRIED 6/3

Crs White, Rumble, Dias, Gallanagh, Bloem and Fernandez voted for the motion. Crs Thomas, Dellar and Foster voted against the motion.

Reason for Change: Councillors wished to ensure that for non-urgent larger procurements (i.e. over $10,000) additional competition prevailed and as such, the broadest pool of contractors were invited to submit bids.


61

16. STRATEGIC AND ECONOMIC DEVELOPMENT REPORTS

16.1 OCEAN VIEW CARAVAN PARK – REVIEW OF FEES AND CHARGES

MINUTE: 12069 FILE REFERENCE: RC24405 AUTHOR’S NAME AND POSITION:

Janelle Fell Economic and Land Development Manager


Not Applicable




Agenda Item 13.3 (Minute No. 11971) – Ordinary Meeting of Council 17 June 2015

Summary On 4 June 2015, the 2015/16 Fees and Charges Schedule for the Shire of Ashburton was adopted by Council (Minute No. 11971). Incorporated in the Fees and Charges of the budget are the rates for cabins and powered and unpowered sites at the Ocean View Caravan Park. A higher rate is proposed for the new cabins and new powered sites to be constructed in Stage 1 of the park redevelopment. Additionally, a Cancellation Fee and charge for loss of the ablution/boom gate/cabin swipe card is proposed. These changes will bring the Ocean View Caravan Park’s fees and charges in line with other accommodation providers. These Fees and Charges changes are now presented for Council’s consideration.

Background With the Stage 1 redevelopment of the park currently being undertaken, a review of the fees and charges was undertaken to ensure the rates are in line with similar accommodation throughout the Pilbara region. In particular, a review of the New Cabin charge was relevant in light of the significant difference in quality that will prevail upon completion of the upgrade. New cabins are anticipated to be operational in early June 2016. Comment Caravan Parks in the Pilbara region were contacted to ascertain indicative market rates. It was determined that the average rate being charged for a 2 bedroom en-suite cabin is $245 per night and powered sites average $45 per night.


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Accommodation Type

The Cove C/P

Point Samson

Pilbara Holiday

Park Karratha

Big 4 Pilbara

Karratha

Tom Price C/P

Cooke Point C/P Port

Hedland

Wintersun C/P

Carnarvon

Sun Chalets Onslow

2 bdrm Ensuite Cabin $310.00 $199.00 $219.00 $315.00 $206.00 $219.00 $245.00

Powered Site $49.00 $41.00 $41.00 $46.00 $46.00 $46.00 n/a

Unpowered Site n/a n/a n/a $32.00 n/a n/a n/a As the redevelopment will see the Ocean View Caravan Park receive new facilities, it is proposed that new rates be levied. It is suggested the new cabin rate be $250 per night for 2 adults and 2 children, with an additional $20 per night per adult and $10 per night per child, while the older cabins retain the current rate of $150 per night for 2 adults and 2 children, with an additional $10 per night per adult and $5 per night per child. Occupancy of the new cabins will commence from 6 June 2016. A small increment is also proposed for the new powered sites to $48.00 to align with other parks in the Pilbara. These changes are depicted in the table below.

G/L Code Description Basis of Charge

GST Y/N

Statutory Fee ‘S’

Adopted Fees

2015/16

Proposed Fees –

Old Sites

Proposed Fees – New Sites

Powered Site

CPI01-000-033

Tourist per night – 2 Adults

per night Y $40.00 $40.00 $48.00

CPI01-000-033

Additional Guest Adult

Per adult per night

Y $10.00 No

Change No

Change

CPI01-000-033

Additional Guest Child

Per child per night

Y $5.00 No

Change No

Change

CPI01-000-033

Tourist Weekly Charge – Pensioner*

Per week Y $250.00 No

Change No

Change

*Note: This is available to long serving visitor who have received this rate.

Unpowered Site**

CPI02-000-033

Tourist per night – 2 Adults

Per night Y $35.00 No

Change No

Change

CPI02-000-033


Per adult per night

Y $8.00 No

Change No

Change

Additional Guest Child

Per child per night

Y $4.00 No

Change No

Change

**Unlikely to be available after power upgrade – all site to be powered.

Periodical Lease Agreement

CPI03-000-033

Site only lease agreement – Fixed Term Rent

Per week N $300.00 No

Change No

Change

CPI01-000-033

Site only lease agreement – Power Charges***

Per power N $35.00 No

Change n/a

***Subject to power upgrade – power to be metered from then on and billed accordingly

Cabins

CPI04-000-033

Cabin – 2 adults & 2 children (includes servicing twice weekly)

Per night Y

$150.00 $150.00 $250.00


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CPI04-000-033


Per adult per night

Y $10.00 $10.00 $20.00

CPI04-000-033

Addition Guest Child

Per child per night

Y $5.00 $5.00 $10.00

General Charges

CPI06-000-033

Gas Refill Per kilo Y $5.00 No Change

No Change

CPI06-000-033

Casual Shower Per shower

Y $5.00 No Change

No Change

CPI06-000-033

Washing Machine Fee

Per wash Y $4.00 No Change

No Change

CPI06-000-033

Car/Boat Wash Facility

Per vehicle

Y $10.00 No Change

No Change

The increases are regarded as a suitable return on investment and comparable with other similar facilities. All other current charges for the Ocean View Caravan Park in the Fees and Charges schedule are suggested to remain as is until reviewed as part of the 2016/17 budget. Currently, no cancellation fee is charged when bookings are cancelled or guests do not arrive for their booked stay. A cancellation fee is understood to be a common practice amongst caravan park operators to protect the potential of fee losses. A cancellation fee improves the efficiency of the management of the park, encouraging visitors to contact and cancel un-needed bookings in order to make the accommodation available for other visitors, particularly during peak season. The following Cancellation Terms and Conditions for all accommodation types are proposed and will be provided to guests prior to booking:

Cancellation of Booking 14 days or more before scheduled arrival Deposit (i.e. one nights tariff) to be refunded in full, less a $20.00 cancellation fee. Alternatively, a credit may be issued for future bookings which must be used within 18 months of the original booking. Cancellation of Booking less than 14 days before scheduled arrival No refunds to be provided. Early departure No refunds to be provided.

A swipe card system will be installed for access to the new ablutions, boom gate and cabins. A charge of $50 per lost card is proposed to ensure the cards are adequately guarded. Council endorsement is requested to apply these changes. Consultation Chief Executive Officer Executive Manager – Strategic and Economic Development Executive Manager – Corporate Services Caravan Park Manager


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Statutory Environment Local Government Act 1995, Section 6.16, 6.17 and 6.19. Local Government Act 1995, Section 1.7. Section 6.19 requires that the local government provides local public notice of new fees which it is proposing to impose and the date the new fee will be applied from. The date of the new fee will apply from the time the new cabins are constructed, but the resolution requires a date, so 1 May 2016 is suggested. Financial Implications As the New Cabin charge will not be in place until June 2016, this will have minimal effect on the 2015/16 budget. As such, no amendments are suggested. Strategic Implications Shire of Ashburton 10 Year Community Strategic Plan 2012-2022 Goal 02 – Enduring Partnerships Objective 01 – Strong Local Economies Goal 05 – Inspiring Governance Objective 02 – Community Development Risk Management This item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk is considered to be “Low” risk and can be managed by routine procedures, and is unlikely to need specific application of resources. Policy Implications ELM10 – Financial Sustainability Policy REC07 - Tourism Voting Requirement Absolute Majority Required


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Council Decision MOVED: Cr D Dias SECONDED: Cr P Foster That Council:

1. Endorse the addition of the following new fees in the Fees and Charges Schedule for the new Cabins, Powered Sites, Swipe Cards and Cancellation Charge and at the Ocean View Caravan Park –

a. “New Cabin” fee for $250 per night for 2 adults and 2 children, with an additional $20 per night per adult and $10 per night per child;

b. “New Powered Site” fee of $48.00 per night;

c. “Deposit” – equal to one nights accommodation (any accommodation type) charge of the site booked;

d. “Cancellation Charge (any accommodation type)”:

i. 14 days or more before scheduled arrival - $20;

ii. Less than 14 days before scheduled arrival – Deposit forfeited;

iii. Early departure – No refund of site fees paid;

e. “Lost Swipe Card” charge of $50 per card.

2. Provides local public notice of the above fees which it is proposed will be imposed from 1 May 2016.

CARRIED BY ABSOLUTE MAJORITY 9/0



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17. COUNCILLORS AGENDA ITEMS / NOTICES OF MOTIONS

17.1 NOTICE OF MOTION REQUEST TO ESTABLISH A ASHBURTON TOURISM DEVELOPMENT COMMITTEE

MINUTE: 12070 FILE REFERENCE: GV04 Cr Lorraine Thomas tabled the following Notice of Motion in regard to establishing an Ashburton Tourism Development Committee.

Notice of Motion That Council establish the Ashburton Tourism Development Committee. Committee Purpose: To reduce Council financially dependency on mining. Committee Membership: Six Councillors, one of each Ward. Administration to undertake record keeping.

Council Decision MOVED: Cr Fernandez SECONDED: Cr Foster That Council: 1. Receive the Notice of Motion and that Officers prepare an Agenda item for

Council's consideration; and 2. A Councillors Workshop be scheduled in the afternoon of the March Council

Meeting Day to outline in more detail the possible role and function of the proposed Committee, or any alternative strategies to enhance tourism in Ashburton.

CARRIED 9/0



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17.2 NOTICE OF MOTION - PROPOSAL TO DONATE TO THE MOUNTAIN VIEW SPORTING CLUB 50TH ANNIVERSARY CELEBRATIONS

FILE REFERENCE: CR01 Cr Cecilia Fernandez tabled the following Notice of Motion in regards to donating money to the Mountain View Sporting Club’s 50th Anniversary Celebrations.

Notice of Motion To sponsor the Mountain View Golf Club 50 year anniversary with a suggested amount of $5,000. Purpose – support and engage Shire in the 50 Anniversary of one of the oldest clubs in town.

The Shire President noted that this matter would be referred to officers for a report, which

will be put before Council at the earliest reasonable opportunity.


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17.3 NOTICE OF MOTION - REQUEST TO REVIEW THE POLICIES AND PROCESSES FOR COMMUNITY CELEBRATIONS AND OPENINGS

FILE REFERENCE: CS16 Cr Ivan Dias tabled the following Notice of Motion in regard to reviewing any existing policies and processors for the planning of Community Celebrations.

Notice of Motion Request CEO to write a report to Council to review the existing policy and processes regarding setting dates for comprehensive openings, ceremonies of projects, consultation with local ward councillors for setting these dates and ensuring all Councillors are officially invited to the events with adequate lead time prior to the event being publically advertised.




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17.4 NOTICE OF MOTION - REQUEST TO EXTEND THE TOM PRICE SWIMMING POOL HOURS

FILE REFERENCE: RC52223 Cr Peter Foster tabled the following Notice of Motion in regard to the extension of the Tom Price Swimming Pool Hours.

Notice of Motion Report to Council outlining the full costs of extending the Tom Price Swimming Pool hours for the benefit of the Tom Price Community including the Tom Price Amateur Swimming Club. Options including heating of the pool (funded by the Swim Club) opening pool longer (Swim Club to be consulted for appropriate dates/times) or the Swim Club operate the pool during the cooler months, with proper insurance and training, to reduce costs to the Shire. Greater consultation with the Swim Club and community (including other user groups of the pool) is requested.




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18. NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF MEETING

Council Decision MOVED: Cr L Rumble SECONDED: Cr D Dias That Council considers the following New Business of an Urgent Nature:

18.1 RFT 01/16 DESIGN AND CONSTRUCTION OF ONSLOW AQUATIC AND RECREATION CENTRE, ONSLOW

CARRIED 8/1

Crs White, Rumble, Dias, Gallanagh, Thomas, Dellar, Bloem and Fernandez voted for the motion.

Cr Foster voted against the motion.


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18.1 RFT 01/16 DESIGN AND CONSTRUCTION OF ONSLOW AQUATIC AND RECREATION CENTRE, ONSLOW

MINUTE: 12071 FILE REFERENCE: MCR.0643 AUTHOR’S NAME AND POSITION:

Anika Serer Executive Manager Strategic and Economic Development


Not Applicable




Agenda Item 16.2 (Minute 11990) – Ordinary Meeting of Council 19 August 2015 Agenda Item 16.2 (Minute11821) – Ordinary Meeting of Council 16 July 2014 Agenda Item 18.3 (Minute 42090) – Ordinary Meeting of Council 20 November 2013 Agenda Item 14.04.05– Ordinary Meeting of Council 21 April 2010

Summary In 2011, Chevron Australia P/L (CAPL) finalised a State Development Agreement for the Wheatstone Project, which included investment in social infrastructure improvements. $7 million was allocated to the “Onslow Aquatic and Recreational Centre” as part of this Agreement. The concept design, estimated construction cost and proposed funding model were endorsed by Council at the Ordinary Meeting of Council on 19 August 2015. Since then, Shire Officers have been working with CAPL, Department of State Development (DSD) and specialist aquatic engineers and consultants to progress the development of the design, specifications and detailed project budget to inform a Design and Construct contract. RFT 01/16 ‘Design and Construction of Onslow Aquatic and Recreation Centre’ was advertised on 6 January 2016, with submissions closing 12 February 2016. Six compliant tender submissions were received and have been evaluated for consideration by Council.

Background In April 2010, Council endorsed the Onslow Sporting Precinct Master Plan, which includes the proposed construction of an aquatic facility on Reserve 42090 between the Multi-Purpose Centre and existing basketball courts. The Master Plan describes the Aquatic Facility as: “25 metre x 6 lane pool, leisure pool, toilets/change rooms, kiosk, entry, pump plant, carparking and services”


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The Master Plan brief was based on extensive community consultation carried out by the Shire of Ashburton (SoA) over seven years, including community research carried out in 2011 as part of the 10 year Community Strategic Plan, which highlighted that the lack of recreational facilities was a concern for residents. One of the priorities highlighted by the Community Strategic Plan over the next 10 years (2012-2022) is the development of a public swimming pool in Onslow. The commitment is supported by the Shire’s 2013-2017 Corporate Business Plan which identifies the facility as an ‘Active Pursuit’, meaning there is a firm intention to make the project happen. In 2011, Chevron (CAPL) finalised a State Development Agreement for the Wheatstone Project, which included investment in social infrastructure improvements. $7 million was allocated to the “Onslow Aquatic and Recreational Centre” in the Agreement. The Onslow Aquatic Facility Steering Committee, consisting of representatives from the Shire (Officers), CAPL and DSD, has met regularly to progress the Onslow Aquatic Centre as a priority project for the Onslow community. This has included reviewing the initial concept provided in the Master Plan, investigating feasibility/budget and site selection. At the Ordinary Meeting of Council held on 16 July 2014 the location at Lot 643 McRae Avenue (R25799) was endorsed for the facility. A consultant was then engaged to develop a draft site plan, facilities concept design and specifications to meet the project brief, including:

25m x 6 lane pool

Freeform area with beach entry (ensures compliance for disability access)

Freeform and shallow end of pool covered by retractable shade sails

Plant room and chemical storage (separately fenced)

Storage area

Deck shower

Amenities building: o Entry and reception including kiosk, office and storage o Change rooms and toilets o First aid room

A preliminary budget for the project was developed based on the draft concept design, with an estimated cost of $11.5 million required to construct the aquatic facility, carpark, housing/operational set up and contingencies. The design and budget was endorsed at the Ordinary Meeting of Council held on 19 August 2015, enabling the design and specifications to be further developed in order to issue a Request for Tender for the design and construction of the facility. Comment RFT 01/16 Design and Construction of Onslow Aquatic and Recreation Centre was advertised from 6 January 2016, closing on 12 February 2016. Six compliant tender submissions were received which were assessed by the Evaluation Panel; the report and recommendation are provided under confidential attachment. A seventh submission was deemed non-compliant as it did not include a formal offer.

CONFIDENTIAL ATTACHMENT 18.1A

Budget Following assessment of the tender submissions, the updated pre-construction project budget based on the recommended tenderer is as follows:


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OVERALL PROJECT Estimated Cost (ex GST)

Initial Consultancy Costs (concept design, engineering, documentation) & Tender

$247,222

Construction of Carpark $1,000,000

Headworks (transformer and services upgrade) $360,000

Main Contractor:

Design documentation, approvals and preliminaries

$1,503,081

Building $1,131,893

Shade structures (pool & surrounds) $363,877

Landscaping $721,403

Water Treatment $376,441

Pool & Tank Construction $1,664,867

Sundry Accessories $41,325

Provisional Sums $64,895

Maintenance Program $39,107

Project Signage $5,000 $5,927,334

Contingency (15%) $1,130,183

Operations Set Up (vehicles, materials, housing) SoA Cost $2,000,000

Total Estimated Cost $10,664,739

Funding Funding sources, including potential Shire contributions, have been investigated to meet the budget of the project and identified as follows:

Chevron SoA CDF Other Subtotal

Confirmed $7m $2.0m $ 9.0m

Pending Up to $1.2m

$10.2m

Other Potential:

Carpark $0.500* $10.7m

* Construction of the carpark, which will be a shared amenity for the swimming pool and adjoining primary school, was included in the Request for Tender as a priced option. Discussions with Main Roads WA (MRWA) were also held in parallel with this, to explore the possibility of the works being undertaken in conjunction with the Ring Road project. It was found that MRWA could deliver the works for a competitive price and shorter timeframe, so this component has been removed from the pool facility project. MRWA has commenced the carpark works which will be funded jointly by the two Chevron funding allocations for the pool and education department upgrades. The Shire’s contribution of $2.5 million was identified in the Long Term Financial Plan, with a commitment of $500,000 in 2015/16 and $2 million in 2016/17. As the tendered cost of the facility is substantially less than initially budgeted, this has been reduced to $2 million for the fit out and operational set up of the facility.


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The proposed Community Development Fund (CDF) allocation of up to $1.2 million is subject to ratification by the Social Infrastructure Working Group via the ‘PIP’ (Project Implementation Plan) Approval Process used to access State Development Agreement funding. These monies are part of the existing balance of the Fund. Program The proposed program in the recommended Tender seeks completion of the project by 23 December 2016:

STAGE 1 TENDER PROCESS DATE

A Issue Tender Documents 6 January 2016

B Tender Close 12 February 2016

C Tender approval by Council and Award to Contractor

15/16 March 2016

STAGE 2 DESIGN, DOCUMENTATION & APPROVALS

A Contractor’s issue of draft design documentation for Principal’s review

18 April 2016

B Principal's review and comment on draft design documentation

23 April 2016

C Planning Approval Submission by Contractor 7 May 2016

D Contractor’s issue of Final design and documentation for Principal’s review

13 May 2016

E Principal’s review and comment on final design documentation (3 weeks)

19 May 2016

F Contractor’s issue of Final design and documentation for Principal’s review

2 June 2016

G Final design and documentation sign-off by Principal (1 week)

7 June 2016

H Building Licence Application 10 June 2016

I Anticipated Building Licence Approvals 22 June 2016

J Contractor to commence procurement, mobilisation to site

15 July 2016

STAGE 3 CONSTRUCTION COMMENCEMENT 19 July 2016

STAGE 4 COMPLETION & HANDOVER 23 December 2016

STAGE 5 DEFECT LIABILITY PERIOD 23 December 2017

Design The preferred Tenderer’s design is compliant with the concept endorsed by Council in August 2015. A copy of the tenderer’s submission is attached for information. It should be noted that minor details and specifications will change as the project progresses through detailed design and construction, to ensure compliance with various regulations and requirements. This will not meaningfully change the overall scope or amenity of the facility.

ATTACHMENT 18.1B

Consultation Executive Manager Strategic and Economic Development Onslow Aquatic Facility Steering Committee (Chevron & Department of State Development) RFT 01/16 Evaluation Panel Facilities Manager Various referees for tenderers


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Statutory Environment S3.57 Local Government Act 195 - Tendering for Goods & Services Regulation 11 Local Government (Functions and General) Regulations 1996 FIN12 – Purchasing and Tender Policy FIN04 – Buy Local – Regional Price Preference Policy Financial Implications Funding for the estimated cost of the project has been identified as outlined in this report. It should be noted that funding sources such as the Community Development Fund and SDA Education Funding is subject to formal application and approval, which has been progressed in parallel with the Tender process. The Long Term Financial Plan provides for a $2.5 million contribution to the capital cost of the project by the Shire, however this can be reduced to $2 million due to savings identified in the Tender process. Estimated operating costs of $1 million per annum upon completion of the facility have also been captured in the Long Term Financial Plan (separate to the capital contribution). Strategic Implications Shire of Ashburton 10 Year Community Strategic Plan 2012-2022 Goal 01 – Vibrant and Active Communities Objective 02 – Active people, clubs and associations Goal 02 – Enduring Partnerships Goal 04 – Distinctive and Well Serviced Places Objective 01 – Quality Public Infrastructure Objective 03 – Well Planned Towns Risk Management Adoption of this item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk is considered to be “High” risk and will be managed by specific monitoring and response procedures, overseen by the Executive Manager Strategic and Economic Development. In particular, the ‘cost risk’ of the project has been considered. This will be mitigated throughout the design development phase by regular review of the budget and estimated costs as the design and specifications are developed. Policy Implications AMP1 – Asset Management Policy FIN12 – Purchasing and Tender FIN04 – Buy Local – Regional Price Preference Policy These policies will be considered throughout the project. Voting Requirement Absolute Majority Required


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Council Decision MOVED: Cr L Rumble SECONDED: Cr C Fernandez That Council:

1. Accepts the Lump Sum Tender of $5,927,334 (GST exclusive) from Pindan Contracting Pty Ltd for RFT 01/16 Design and Construction of Onslow Aquatic and Recreation Facility including provisional sums;

2. Authorises the Chief Executive Officer to negotiate the final terms and execute the Contract documentation;

3. Authorises the Chief Executive Officer to manage the Contract, including variations to the design specifications and contract value, providing this does not exceed the project budget or reduce the facility's overall scope.

CARRIED 9/0



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Council Decision MOVED: Cr C Fernandez SECONDED: Cr P Foster That Council adjourn the meeting as per Standing Orders Clause 15.1 for a short break (at 3.50pm) to resume in approximately 20 minutes. CARRIED 9/0


Council Decision MOVED: Cr P Foster SECONDED: Cr D Dias That Council reconvene the meeting at 4.10pm. CARRIED 9/0



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19.1 CONFIDENTIAL MATTERS Under the Local Government Act 1995, Part 5, and Section 5.23, states in part: (2) If a meeting is being held by a Council or by a committee referred to in

subsection (1)(b), the Council or committee may close to members of the public the meeting, or part of the meeting, if the meeting or the part of the meeting deals with any of the following:

(a) a matter affecting an employee or employees; (b) the personal affairs of any person; (c) a contract entered into, or which may be entered into, by the local

government and which relates to a matter to be discussed at the meeting;

(d) legal advice obtained, or which may be obtained, by the local government and which relates to a matter to be discussed at the meeting:

(e) a matter that if disclosed, would reveal:

(I) a trade secret; (II) information that has a commercial value to a person; or (III) information about the business, professional, commercial or financial

affairs of a person,

Where the trade secret or information is held by, or is about, a person other than the local government.

(f) a matter that if disclosed, could be reasonably expected to:

(I) Impair the effectiveness of any lawful method or procedure for preventing,

detecting, investigating or dealing with any contravention or possible contravention of the law;

(II) Endanger the security of the local government’s property; or (III) Prejudice the maintenance or enforcement of any lawful measure for

protecting public safety;

(g) information which is the subject of a direction given under section 23(1a) of the Parliamentary Commissioner Act 1981; and

(h) such other matters as may be prescribed.


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Council Decision MOVED: Cr P Foster SECONDED: Cr C Fernandez That Council close the meeting to the public at 4.10pm pursuant to sub section 5.23 (2) (a) and (b) of the Local Government Act 1995.

CARRIED 9/0 Crs White, Rumble, Dias, Gallanagh, Thomas, Dellar, Bloem, Fernandez and Foster


All staff members and members of the Public Gallery left the room.


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19.1 CONFIDENTIAL ITEM – CHIEF EXECUTIVE OFFICER ANNUAL PERFORMANCE & REMUNERATION REVIEW


Kim Parks Manager, Organisational Development


Not Applicable




Agenda Item 19.1 (Minute No. 11931) – Ordinary Meeting of Council 18 March 2015 Agenda Item 19.1 (Minute No. 11808) – Ordinary Meeting of Council 21 May 2014 Agenda Item 18.1 (Minute No. 11591) – Ordinary Meeting of Council 17 July 2013 Agenda Item 6.1 (Minute No. 13) – Special Meeting of Council 5 July 2013

Report/ Attachment is Confidential as per Local Government Act 1995, Section 5.23 (2)(a).

Council Decision MOVED: Cr L Rumble SECONDED: Cr A Bloem That Council:

1. Receives the Performance Review report ATTACHMENT 19.1 and endorses the overall performance rating for Mr Hartley as the Shire of Ashburton’s CEO, for the review period January 2015 to January 2016, as “Meets Performance Requirements”;

2. Adopts the draft Key Result Areas for 2016 (as per the Key Result Areas 2016/17 Schedule of ATTACHMENT 19.1; and

3. Schedules the next annual review of performance to be commenced by 1 December 2016 and completed by 28 February 2017.

CARRIED 9/0 Crs White, Rumble, Dias, Gallanagh, Thomas, Dellar, Bloem, Fernandez and Foster



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Council Decision MOVED: Cr P Foster SECONDED: Cr D Dias That Council re-open the meeting to the public at 4.40pm and in accordance with Standing Orders 6.2(7) the resolution not be read. CARRIED 9/0

Crs White, Rumble, Dias, Gallanagh, Thomas, Dellar, Bloem, Fernandez and Foster


All staff members returned to the Meeting Room.


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4.40pm – Cr Peter Foster left the meeting and did not return.

15.1 STRATEGIC ASSET MANAGEMENT PLAN

MINUTE: 12064 FILE REFERENCE: CP09 AUTHOR’S NAME AND POSITION:

Jayde Robbins Manager Strategic Asset Management


Not Applicable




Not Applicable

Summary Council is requested to endorse the Shire of Ashburton Strategic Asset Management Plan (SAMP). The SAMP reflects Council’s Asset Management Policy (ENG09) which is designed to responsibly acquire and maintain assets for the organisation and the community. The importance of infrastructure to the community, and its significance in relation to the Shire’s budget, means that asset management must be a critical part of the Shire’s planning and service delivery. Council’s Asset Management Policy highlights a commitment to ensuring that a strategic approach is taken in relation to the management of infrastructure. The SAMP covers all buildings, roads, stormwater drainage, footpaths, parks, recreation and town infrastructure assets within the Shire of Ashburton. The SAMP includes detailed information of level of service, future demand, asset lifecycle management plans including valuation, condition, operations, maintenance and renewal funding requirements. The Shire is responsible for in excess of $681 million worth of infrastructure assets that are essential to the delivery of services to meet the needs of the community. Council as custodian of these assets is responsible for establishing strategies and plans that align asset resources with community expectations. The infrastructure assets covered by the SAMP are worth approximately $620 million and the majority of them have long lives and require significant ongoing investment in maintenance and renewal activities to ensure they are fit for purpose and able to deliver expected levels of service. The average operational and maintenance cost to provide the services of the infrastructure assets covered by the SAMP at the current level of service is approximately $9 million per annum over the next 15 years. The average required capital renewal expenditure to provide these assets at the current level of service over the next 15 years is $8.4 million per annum. The Shire is currently spending an average $6.7 million per annum, which represents a renewal funding gap of $1.7 million per year for the next 15 years.


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The development of this Plan has involved a significant process in collection of asset data, determination of hierarchies, current replacement values and useful lives of all infrastructure. This information was used as a basis to determine the financial projections and to directly inform the Long Term Financial Plan. The SAMP also includes an improvement plan which focuses on improving asset data, processes and overall efficiency in asset management practices. These improvements will enhance the accuracy of the Shire’s asset management and long term planning. The next review of this Plan will be undertaken in approximately three years time following the rolling cycle of Fair Value. To ensure ongoing sustainability of the Shire of Ashburton services, it is essential to balance the community’s expectations with their willingness and capacity to pay for the infrastructure that underpins these services. The SAMP and the resulting operational plans that are developed will provide Council with comprehensive information and knowledge to assist with short and long term planning to achieve its vision for the community.

Background As part of the Integrated Planning and Reporting Framework (Framework) there is a requirement to develop Asset Management Plans (AMP) for all infrastructure classes. The aim of this requirement is to enhance the sustainable management of assets by encouraging whole of life and whole of organisation approaches to the effective identification and management of risks associated with the use of Shire assets. The Framework also highlights the fundamental link between asset management, long-term financial planning and strategic planning and provides local governments with direction on ensuring adequate integration. There is now a requirement from the Australian Accounting Standards (AASB13) for all infrastructure classes to be valued at “Fair Value” on a three year rolling cycle, which commenced in 2012/2013: 2012/13 - Plant & Equipment 2013/14 - Land & Buildings 2014/15 - All Other Infrastructure Now that the Shire has finished one complete cycle of the Fair Value requirements, the Shire has improved data confidence, therefore we have reviewed the 2012/2013 AMP’s and combined the critical asset information into one SAMP. A copy of the Shire’s proposed Strategic Asset Management Plan 2016-2020 is attached.

ATTACHMENT 15.1 AMP’s are developed to ensure that Council’s services and infrastructure are provided in a sustainable manner, with the appropriate levels of service to residents, visitors and the environment. They explain:

1. The assets we own; 2. The service levels or minimum standards of the asset; 3. The anticipated future demand for the services provided by the asset; 4. The risks associated with the asset; 5. Operation and maintenance activities of the network and associated costs; 6. Current condition of assets; 7. Renewal costs for the network over the next 10+ years; 8. Lifecycle costs and long term financial planning data; and 9. An improvement plan.


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The Shire of Ashburton has chosen to endorse a SAMP that encompasses all of its infrastructure assets, and to develop separate operational plans for these assets at asset portfolio level. Complex assets such as Airports and Waste sites will have individual AMP’s developed. The Onslow Airport AMP is being presented to Council for endorsement at this Ordinary Council Meeting. Overall, the intent of this SAMP is to identify the Shire’s assets and to manage the use of these with reference to levels of service, life cycle costing and risk management. Comment The following table represents a summary of the assets covered within the SAMP.

A key objective of asset management planning is the identification of current and future levels of service provided by the asset group being considered. A level of service framework provides the rationale for determining the condition that assets need to be in, in order to deliver the desired service to the community. The Shire’s Level of Service framework is shown in the table below.

Asset Class Asset Asset Description Quantity Unit

Shire/Community Buildings Halls, Library, Sports Clubs, Public amenities, Shire offices, Depot workshops & sheds 74 number

Residential Housing Shire owned housing for staff, aged care units 42 number

Other Accommodation Caravan Park buildings, Motel accommodation buildings, camp accommodation 14 number

Buildings - Other StructuresStructures associated with specific building/locations: Caravan park/camp BBQ's,

shade structures, hardstands, fencing, lighting and landscaping 51 number

Sealed Roads Urban Roads & Rural Roads - Sealed with Asphalt or Spray Seal 130 km

Unsealed Roads Rural Roads & limited urban roads - unsealed gravel roads or tracks 1860 km

Carparks Sealed & unsealed carparks - 39 Sites 59078 m2

Kerbs Barrier & mountable kerbs 118 km

Road Infrastructure Town entry signs, guardrails etc (currently captured) 13 number

Open Drains Drainage swales 22 km

Underground Drains Drainage Pipes 13 Km

Culverts Culverts 11 Km

Pits Drainage access pits, junction pits 1127 number

Dual Use Concrete 7.5 Km

Pedestrian Only Concrete, brick paving, asphalt 22 Km

Parks & Recreation space Park, reserves & gardens 199,154 m2

Playgrounds Sites including equipment and softfall 15 number

Skate Parks Sites including associated infrastructure 3 number

Sporting Fields Ovals, rugby fields - 7 Sites 99,019 m2

Outdoor Courts Basketball, netball, tennis courts - 7 Sites - includes 2 half courts(as 1) at Pools 10,201 m2

Bowling Green Bowling sites and associated infrastructure 2 number

Cricket Pitch Cricket Facilities - indoor/outdoor, nets, surface 7 number

Swimming Pools Facilities including pool structures and associated infrastructure 2 number

Coastal Infrastructure Boat Ramps, Jetties, seawall, boardwalk 6 number

Memorial Parks Sites including associated infrastructure 3 number

Cemetery Sites including associated infrastructure 2 number

Signage Park, Playground or Oval Signage (currently captured) 4 number

Park Infrastructure Park bench, picnic tables, lighting, drink fountains, fencing, reticulation 86 number

Structures Carpark Shade, Awnings, canopies (currently captured) 12 number

Artwork Statues, Wall hangings, murals 8 number

Fountains Drinking, water fountains, water features 6 number

Street Furniture Park bench, picnic tables, bin enclosures, notice boards 7 number

Signage Information signage & town centre signage (currently captured) 2 number

Concrete surrounds Mall Surrounds, pathways, decking, retaining walls 3231 m2

Landscaping Reticulation, gardens, turf, trees 7800 m2

Town Infrastructure

Buildings

Roads

Drainage

Footpaths

Parks & Recreation


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As shown, the community performance measures relate to the community’s opinions of the services provided. The technical measures include compliance, maintenance and operational standards, inspection regimes, technical standards and legal requirements. As Council has not formally adopted a level of service for its infrastructure assets, the scenario used when modelling the predicted renewal requirements in this plan was “to maintain the level of service the Shire assets are currently providing. An example level of service provided by each asset class is shown below.


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To enable the development of lifecycle management plans for the Shire’s assets the following key aspects of the assets need to be understood:

Level of Service

Asset Types – including components, useful lives

Asset Replacement Values

Condition


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Hierarchy

Operational & Maintenance Activities

Intervention Triggers A summary of the lifecycle management of each asset class is provided below. Buildings The Shire of Ashburton’s building assets include a variety of buildings used for different purposes. The two main groups of buildings referred to in the SAMP are Shire Buildings (all buildings owned and managed by the Shire) and Residential Buildings (staff housing). The level of service objective for building assets is ‘To provide safe and accessible buildings and facilities which are kept in a clean and presentable condition for their intended use’. Buildings are complex assets made up of multiple components with differing life-cycles. During the life of a building, different components are renewed when they reach the end of their particular useful life. The components include roof, sub-structure, super-structure, fit-outs and fittings, flooring, services (fire), services (mechanical) and other structures. The condition assessments are conducted at component level to give more accuracy in the overall data. Overall condition scores for Shire buildings conducted in 2014 is represented in the figure below, and shows that generally the condition of these buildings is quite good with 44% being assessed as near new or good (scores 0,1 and 2) and 40% being Fair (score 3). Approximately 15% of the building portfolio requires prompt action.

The next figure below shows a similar break-up for the Shire’s residential buildings. Over 40% of these buildings that have been assessed are in fair condition (score 3). These buildings are beginning to lose their usefulness and as the Shire intends to maintain a good capacity to attract people/staff to the region,refurbishment is required to be scheduled.

Sealed Road Surface Condition


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A renewal and replacement program is developed around the requirement to replace the building components listed above, either individually or in groups, when they are at the end of their life as determined by their condition. The average predicted total building renewal expenditure over the next 15 years is $2,806,977 and the current average renewal expenditure as represented in the LTFP is $2,436,049. This shows a renewal gap of approximately $370,928 per year over the next 15 years. Roads The Shire’s Road Asset portfolio includes sealed roads, unsealed roads, carparks, kerbs and road infrastructure including guardrails and signage. To understand the condition of the Shire’s road network, it is necessary to break the assets down into manageable elements. A visual condition survey of the Shire’s sealed road network was undertaken in October 2014; generally the condition of the Sealed Road network is quite good with almost 65% of the sealed road surfaces being assessed as Good and 30% as being fair.


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A visual condition survey of the Shire’s unsealed road network was undertaken in May 2015. This showed that 70% of the Shire’s unsealed road network has fair to poor and very poor cross fall condition.

Other elements of roads that are assessed separately are carparks and kerbs. These additional road assets need to be considered as part of the Shire’s road expenditure. Below is a break-up of the current overall condition of kerbs and carparks in each town.


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The Level of Service objective for road infrastructure is ‘To provide safe roads which are kept in a functional condition and easily allow for traffic movement’. The road assets expenditure currently makes up approximately 51% of the Shire’s total operations, maintenance and renewal budget. In order to meet the current level of service the average predicted road renewal expenditure required over the next 15 years is $3,638,230 and the current average renewal expenditure as represented in the LTFP is $2,920,579. This shows a renewal funding gap of approximately $717,651 per year over the next 15 years.

Drainage The Shire’s Drainage assets include open drains, pipes, culverts and pits. A visual condition audit of the drainage network was undertaken in April/May 2015 by an external contractor. These results were further desktop audited by internal technical staff and the result of the overall condition of drainage assets is shown the figure below.


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The overall condition of the Shire’s drainage network has improved over the last year, largely due to the fact the Shire has embarked on a drainage renewal program (mainly targeted in Paraburdoo). The level of service objective for stormwater drainage is ‘To provide functional and safe drainage throughout the shire to ensure the town is kept clean and presentable’. The average predicted drainage renewal expenditure over the next 15 years is $989,759 and the current average renewal expenditure as represented in the LTFP is $1,050,589. This actually shows a renewal funding surplus of approximately $60,829 per year over the next 15 years. Footpaths The Shire’s Footpath Asset portfolio includes pedestrian only paths and dual use paths. The Shire manages a total of 29.49km of footpath network. The level of service objective for footpaths is ‘To provide safe and accessible footpath transport within the Shire that allows for pedestrian, disability, pram and bike access’. The overall condition of the Shire’s footpath network is shown below.


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In order to meet the desired level of service of the Shire’s footpath network, the predicted capital expenditure required is approximately $174,277 per year for the next 15 years. The average current capital expenditure for footpaths as represented in the LTFP is $103,408 which indicates a funding shortfall of approximately $70,869 per year for the next 15 years. Parks & Recreation Assets Park and Recreation assets include parks, gardens, playgrounds, sports fields, foreshores, memorial parks and cemeteries. The infrastructure within these open space locations are also included, such as shade, structures, park furniture, barbeques, play equipment, reticulation, and playing surfaces, etc. The Shire of Ashburton aims to provide and maintain park and recreation assets which offer recreational and personal development opportunities for the community. The level of service objective is ‘To provide Park and Recreational spaces, that allow the community to meet and undertake recreational activities in a safe, convenient and comfortable environment’. The current condition of the Shire’s Park and Recreation assets broken into the three major asset categories of coastal infrastructure, park infrastructure and play equipment is shown below.


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The predicted capital renewal expenditure required for park and recreation assets over the next 15 years is approximately $963,162 per year. The current renewal expenditure as represented in the LTFP averages $193,530 per year over the next 15 year which indicates a funding shortfall of approximately $769,632 per year over the next 15 years. Town Infrastructure Assets The Shire of Ashburton’s town infrastructure assets include structures, artwork, fountains, street furniture, signage, concrete surrounds and landscaping. As the town infrastructure assets captured in the valuation process are fairly new (built in 2011 and more recent) with useful lives from approximately 10 years, it is unlikely they will need to be renewed in the short term. However it is important to plan for these renewals. The first renewal is due in approximately 2025 (Year 10) for approximately $36,000. Asset Management Software Capacity The Shire’s software for Asset Management has the capacity to project asset condition ratings, dependent on available financial resources. This is of considerable benefit to Council when reviewing its annual budgets and its long term financial planning. A good example of this is shown in the attached report at item 5.6 Building Capital Renewals. The myPredictor modelling software has been used to generate 15 year forecasts for (in this instance) Council’s buildings. The software uses a wide range of inputs including details of building component materials, current component condition, expected life-cycles, renewal intervention practices and current budgets for both renewal and maintenance. The below bar graph represents the health of the assets using current expenditure projections in the current Long Term Financial Plan 2015/2030. As can be seen, without allocating additional expenditure to Buildings, a greater percentage of assets go from “fair” condition to “poor” over the next 20 years.


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Next Steps and Improvement Planning The attached proposed Strategic Asset Management Plan 2016-2020 importantly at Section 1.4, outlines ‘The Next Steps’. Notwithstanding that the Plan has captured a large amount of information on the majority of the Shire’s assets, there is still more to be done. The required ongoing actions and considerations of this Plan include:

Further improve asset management data and systems to increase confidence in this Plan.

Undertake cyclic condition audits of all asset classes and review modelling to confirm required renewal expenditure.

Ensure asset data is collected for minor assets currently excluded from the modelling to be available for future plan updates.

Review levels of service to meet the requirements of the Community Strategic Plan within the financial constraints of the Shire’s 10 year Long Term Financial Plan.

Provide input into development of new infrastructure on optimum whole of life construction designs and standards.

Create asset design and construction standards.

Rationalise the asset network and dispose of surplus assets.

Ensure alignment with the Shire’s strategic documents; Community Strategic Plan, Corporate Business Plan (CBP), Workforce Plan, Department Plans and Long Term Financial Plan(LTFP).

This SAMP will be a living document that is internally reviewed annually to address actions and asset service delivery. A complete review will be undertaken every 3-4 years following the fair valuation updates.

Consultation Chief Executive Officer Executive Manager – Infrastructure Services Executive Manager – Corporate Services Executive Manager – Development & Regulatory Services Executive Manager – Strategic & Economic Development Executive Manager – Community Development Facilities Manager A/Manager Works & Civil Services Technical Officer – Spatial & Assets Works Coordinator Statutory Environment Asset Management is a core function of managing infrastructure assets which meets the objectives of Section 2.7 of the Local Government Act (1995).


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Section 5.56 (1) and (2) of the Act requires that each local government is ‘to plan for the future of the district’, by developing plans in accordance with the regulations. A Plan for the future under S5.56 consists of a Strategic Community Plan and a Corporate Business Plan. Financial Implications The SAMP outlines the financial requirements to renew Shire infrastructure over the next 15 years. Section 11 of the attached report (Financial Summary) observes that there is an estimated average annual shortfall of approximately $1.7million per year over the next 15 years. To ensure the long term sustainability of the organisation and community is protected, these figures should be considered when reviewing the Long Term Financial Plan. In the event that the renewal requirement is not able to be funded, strategies will be implemented to ensure the level of service does not drop significantly, and infrastructure provision is sustainable in the long term. Strategic Implications Shire of Ashburton 10 Year Community Strategic Plan 2012-2022 Goal 4 – Distinctive & Well Serviced Places Objective 1 – Quality Public Infrastructure Objective 2 – Accessible and Safe Towns Risk Management This item has been evaluated against the Shire of Ashburton’s Risk Management Policy CORP5 Risk Matrix. The perceived level of risk is considered to be “extreme” and requires prompt consideration. The following risks are relevant to the endorsement of this Plan:

Insufficient capacity in the long term financial plan (approximately $1.7m per annum) may result in insufficient funding for infrastructure, resulting in failing infrastructure.

Due to the linkage of asset management with funding, grant income may be in jeopardy if best practice asset management procedures are not endorsed.

The Shire may be rated as low performing in state and/or national scorecards if an asset management plan is not developed and actions stated in the plan are not completed.

Policy Implications The Plan supports Council’s Asset Management Policy ENG09. Voting Requirement Simple Majority Required


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Council Decision MOVED: Cr L Rumble SECONDED: Cr C Fernandez That Council:

1. Endorses the Strategic Asset Management Plan 2016-2020 as a component of the Shire’s Integrated Strategic Planning and Reporting Framework and in particular, for consideration as part of the ongoing annual and long term financial plans;

2. Acknowledges that levels of service and whether or not to rationalise the Shire’s asset network will need to be considered as part of the forthcoming review of the Corporate Business Plan and the Long Term Financial Plan; and

3. Notes that officers are continuing to – a. collect and improve asset management data and systems to increase

confidence in this Plan;

b. undertake cyclic condition audits of all asset classes and review modelling to confirm required renewal expenditure;

c. collect asset data for minor assets (currently excluded from the modelling) so it can be available for future plan updates;

d. develop asset design and construction standards as part of ongoing budget considerations for future assets; and

e. endeavor to provide whole of life costs as part of future asset provision reports to Council.

CARRIED 8/0 Crs White, Rumble, Dias, Gallanagh, Thomas, Dellar, Bloem and Fernandez voted for

the motion.


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20. NEXT MEETING The next Ordinary Meeting of Council will be held on 26 April 2016, at the Clem Thompson Sports Pavilion, Stadium Road, Tom Price, commencing at 1.00 pm.

21. CLOSURE OF MEETING The Shire President declared the meeting closed at 5.23pm.